OF  THE 

University  of  California. 

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r 
J 


^^"'^'' BUSINESS  METHODS 


IN  THE 


WAE  DEPARTMENT. 


REPORT  OF  THE  BOARD  APPOINTED  IN  COMPLIANCE  WITH 

THE  REQUEST  OF  THE  SENATE  SELECT  COMMITTEE 

TO  INVESTIGATE  THE  METHODS  OF  BUSINESS 

IN  THE  EXECUTIVE  DEPARTMENTS. 

8  R  A^r 

or  THE 

UNIVERSITY 


17958. 


WASHINGTON: 

GOVERNMENT  PRINTING  OFFICE. 

1889. 


\A 


^ 


t.c. 


TABLE  OF  CONTENTS. 


Page. 
Letter  of  Secretary  of  War,  January  23, 1889,  transmitting  report  of  board  to  Sen- 
ate select  committee  (to  Appendix  12)  with  recommendations 1-8 

EEPOET  OF   BOARD. 

Orders  of  S.  of  W.,  March  22,  1888,  appointing  board  on  business  methods 9 

Letter  of  Senator  Cockrell,  chairman  of  Senate  select  committee,  February  10, 
1888,  to  S.  of  W.,  submitting  extracts  from  report  of  that  committee  rec- 
ommending the  appointment  of  a  commission  in  War  and  Treasury  Depart- 
ments to  inquire  into  business  methods,  &c 9 

W.  D.  circular,  April  4,  1888,  inviting  suggestions --  10 

List  of  topics  which  have  been  considered  and  reported  upon 11 

History  and  character  of  work  done  by  board 11 

Salaries  paid  in  the  Department;  payment  for  overtime  work 11 

Eetired  list  for  employes 12 

Stenographers  in  the  Department 12 

Appendix  No.  1.     Eequestsfor  requisitions  and  settlement  certificates 13 

W.  D.  circular,  April  19,  1888,  discontinuing  requests  for  requisitions  __ 15 

Appendix  No.  2.     Rules  and  regulations  of  War  Department,  June  4,  1888- 15 

Appendix  No.  3.     Certificates  of  deposit 16 

Exhibit  A.     Statutes  concerning  proceeds  of  Government  property 25 

Exhibit  B.     Statement  of  certificates  of  deposit  received  and  disposed  of  in 

Req.  Div.  during  fiscal  year  ending  June 30,  1887 ... 26 

Exhibit  C.     Army  regulations  concerning  certificates  of  deposit 26 

•W.  D.  letter  of  June  14, 1888,  to  Secretary  of  Treasury  concerning  CD 28 

"W.  D.  circular  of  June  21,  1888,  publishing  letter  of  Secretary  of  Treasury  of 

June  19, 1 888,  concerning  C.  D. ,  and  giving  instructions 30 

"W.  D.  orders  of  June  18, 1888,  discontinuing  books  in  Req.  Div.  recording 

CD 30 

G.  O.  52,  A.  G.  O.,  July  11,  1888,  revoking  Par.  1608,  A.  R 30 

Appendix  No.  4.     Army  paymaster's  collections 31 

W.  D.  indorsement  of  June  22,  1888,  approving  recommendations  of  board-.  32 

Appendix  No.  5.     Card  index  record  of  rolls  of  Vol.  Army 33 

Exhibit  A.     Card  showing  record  of  soldier ,_ 42 

Remarks  of  A.  G.  on  report  of  board 43 

Older  of  S.  of  W.  of  January  18, 1889,  directing  the  printing  of  card  index  of  48 

rolls  of  164th  N.Y.  Vols 45 

Appendix  No.  6.     Credit  requisitions 46 

Exhibit  A.     Proposed  consolidated  form  of  deposit  requisition 48 

Exhibits  B,  E,  H,  L,  O,  R.     Copies  of  deposit  lists 50,  53,  56,  59, 62,  65 

Exhibits  C,  F,  I,  M,  P,  S.     Copies  of  deposit  requisitions 51,  54,  57,  60, 63, 66 

Exhibits  D,  G,  K,  N,  Q,  T.     Copies  of  repay  covering  warrants .  52, 55, 58, 61 ,  64,  67 

Exhibit  U.     Copy  of  credit  requisition,  Q.  M.  G 68 

Exhibit  V.     Copy  of  accountable  requisition 69 

Exhibit  W.     Copy  of  accountable  warrant : 70 

Exhibit  X.     Proposed  consolidated  form  of  accountable  requisition 71 

Letter  of  S.  W. ,  August  9,  1888,  to  Secretary  of  Treasury  in  answer  to  request 
that  credit  requisitions  be  made  out  by  W.  D.,  and  presenting  the  consol- 
idated form  proposed  by  the  board -_-^ 72 

Action  taken  in  W.  D.  consolidating  deposit  lists 72 

W.  D.  circular,  August  9,  1888,  discontinuing  requests  for  accountable  requi- 
sitions and  requiring  accountable  requisitions  to  be  made  in  the  bureaus-.  72 

Form  of  accountable  req.  to  be  used 73 

17958 1  I 


n 

Page. 

Appendix  No.  7.     Kequisitions  on  Public  Printer 73 

W.  D.  circular,  September  11,  1888,  discontinuing  duplicate  requisitions  on 

Public  Printer 74 

Appendix  No.  8.     Administration 74 

Proposed  circular  as  to  disposition  of  mail,  filing  of  papers,  submission  of  pa- 
pers to  Secretary  of  War,  <S:c 74 

Subject  of  correspondence  to  be  indicated  in  upper  left  hand  corner  of  paper-  _  75 
Letter  of  Q.  M.  G. ,  August  22,  ISl'.i,  as  to  disposition  of  papers  by  Q.  M.  G. 
and  action  of  S.  W.,  September  9,  1873,  thereon  authorizing  the  Q.  M.  G.  to 

sign  certain  papers  by  order  of  the  S.  \V. 75,  76 

Views  of  present  Q.  M.  G.  on  method  of  conducting  correspondence 70 

Proposed  extension  of  authority  given  to  Q.  M.  G.  to  other  chiefs  of  bureaus 

to  sign  certain  papers  "by  authority  of  the  Secretary  of  War" 77 

Views  of  A.  G.,  Q.  M.  G.,  C.  G.  S.,  and  C.  of  O.  in  their  reports  in  1885 77, 78 

Amended  circular  recommended.-..  78 

Keport  on  circular  required  by  S.  of  W j-  79 

Appendix  No.  9.     Messenger  service 80 

W.  D.  Orders,  January  18, 1889,  providing  half-hour  messenger  service  for  de- 
livery of  papers,  &c 81 

Appendix  No.  10.     Supply  division 82 

Table  showing  expenditures  for  miscellaneous  supplies 83 

W.  D.  circular,  July  21,  1884,  establishing  division,  &c 84 

W.  D.  circular,  February  19,  1885,  publishing  regulations  to  be  observed  in 

accounting  for  supplies  furnished  to  supply  div 84 

W.  D.  orders  relieving  Captain  Hoyt  from  charge  of  division  and  assigning 

M.  R.  Thorp  to  charge  of  the  same,  and  requiring  a  $10,000  bond,  &c 86 

Appendix  No.  11.     Daily  reports  of  work 86 

Letter  of  President  Polk  to  S.  W.,  April  11,  1845 86 

W.  D.  circular  of  April  25,  1845 -  87 

W.  D.  circular,  April  23,  1887,  requiring  daily  reports -  87 

W.  D.  circular,  January  21,  1889,  rescinding  circular  of  April  23,  1887 89 

Letter  of  S.  of  W.,  January  23,  1889,  transmitting  report  of  board  so  far  as 
completed,  to  Hon.  F.  M.  Cockrell,  chairman  Senate  select  committee,  with 

recommendations,  &c 89 

Appendix  No.  12.     Correspondence 90 

Letters  received.     Statement  showing  classes  of,  whether  briefed  and  entered, 

&c . 92 

Letters  sent.     Statement  showing  classes  of,  and  whether  press-copied  or  re- 

corded,&c 96 

Method  of  entering  and  acting  on  papers 100 

Caseof  transfer  of  steamer  Success  from  Quincy,  Illinois,  to  Plum  Point  Reach, 

Mississippi  River,  traced  in  detail 100 

Proposed  circular 110 

Copies  of  papers  in  pension  claim  of  Thos.  W.  Taylor _-.  Ill 

Methods  of  Government  Departments  and  commercial  establishments 116 

Necessity  of  recording  important  papers;  duplication  of  entries  to  be  avoided  117 

Receipt  of  mail,  first  action  on 118 

Briefing  and  indexing  ...^ 119 

Consolidation  of  record  divisions 119 

Suggestions  of  theC.  S.  O - —  120 

Card-index  briefs 121 

Acknowledgments 122 

Card  index 123 

Table  showing  number  of  pages  of  record  of  letters  received  and  sent 

in  W.  D.  in  1888,  and  average  number  of  lines  of  record  for  each 120 

Form  of  record  card 130 

File-cases  for  record  cards 131 

Index  of  names  on  record  cards 132 

To  keep  trace  of  cards  and  numbers  of  papers  .. 132 

Papers  awaiting  final  action 133 

Card  index  of  decisions  or  precedents 133 

Abbreviations * 134 

Replies  to  letters ■_ 134 

General  remarks.     Cabinet  letter  files,  files,  indorsements,  letters  for  immediate 
attention,  lists,  notations,  papers  pertaining  to  several  bureaus,  red  ink, 

result  of  search  to  be  preserved.  Secretary's  office,  unanswered  mail 135 


m 

Page. 

Miscellaneous,  mail  chutes --- — 136 

Conclusion — 137 

Letter  of  S.  of  W.,  of  February  19,  1889,  approving  the  recommendations  and 

suggestions  of  the  Board  on  the  subj ect  of  Correspondence _.       137 

W.  D.  circular,  February  15, 1889,  approving  report  of  board,  which  is  to  be  printed; 

half-hourly  mail  service  to  be  put  into  operation,  &c 138 

Exhibit  A.     Instructions  for  keeping  the  records,  &c.,  approved  October  1, 

1870 139-179 

Exhibit  B.     Decisions  or  precedents,  samples  of  card  index 180-185 

Exhibit  C.     List  of  subjects  as  shown  bv  index-book  of  letters  received,  office 

of  S.  of  W.,  1888 I 18G 

Exhibit  D.     Specimens  of  cross-reference  cards  and  specimen  of  record  card.       190 
W.  D.  circular,  February  9,  1889,  sample  case  to  be  selected  in  each  bureau  and 

action  thereon  traced  in  detail 196 

W.  D.  circular,  February  13,  1889,  relating  to  correspondence 196 

Assignment  of  business  to  the  bureaus  and  offices  of  the  Department 197 

W.  D.  circular,  February  9,  1889,  classes  of  work  belonging  to  the  bureaus  to  be 
published,  and  list  of  classes  of  papers  belonging  to  each  division  to  be  pre- 
pared       206 


OF  THE 


UNIVERSITY 

OF         .       . 

BUSINESS  METHODS  IN  THE  WAR  DEPARTMENT. 


LETTER  OF  TRANSMITTAL. 

War  Department, 
Washington  City,  January  23,  1889. 

Sir  :  I  have  the  honor  to  acknowledge  the  receipt  of  your  letter  of  the  11th  instant, 
requesting  that  if  the  board  on  business  methods  of  this  Department  has  performed 
its  work  in  whole  or  in  part,  the  Senate  Select  Committee  to  Inquire  into  the  Methods 
of  Business  in  the  Executive  Departments,  etc.,  of  which  you  are  chairman,  be  fur- 
nished at  the  earliest  convenience  with  a  full  and  detailed  statement  in  regard  to  the 
organization  of  the  board  and  their  labors,  and  what  changes  have  been  made  or  rec- 
ommended, and  the  action  had  thereon,  etc.,  for  further  consideration  either  by  the 
committee  or  by  Congress. 

In  response,  I  inclose  a  copy  of  the  report  of  the  board  on  business  methods,  dated 
the  2lst  instant,  and  the  accompanying  appendices. 

The  first  appendix  treats  of  the  subject  of  "  Requests  for  requisitions  on  settlement 
certificates."  The  board  recommended  that  the  custom  of  issuing  letters  of  request 
upon  settlement  certificates  by  the  Bureau  ofiScers  be  discontinued,  and  that  the  cer- 
tificates be  returned  with  an  indorsement,  which  may  be  stamped  upon  the  back  of 
the  certificate,  showing  that  it  has  been  "noted,"  with  the  name  of  the  office  and 
date;  and  that  should  obj^tions  exist  to  the  certificate  under  section  191,  Revised 
Statutes,  they  should  be  stared  in  the  indorsement. 

In  pursuance  of  said  recommendation,  on  the  19th  of  April  last  I  issued  the  follow- 
ing circular : 

"Hereafter  the  custom  of  issuing  'requests'  by  the  chiefs  of  Bureaus  of  this  De- 
partment for  requisition  upon  Treasury  settlement  certificates  in  cases  where  no 
objection  to  payment  is  known,  will  be  discontinued,  and  said  certificates  will  be 
returned  to  the  Secretary  of  War  by  indorsement,  which  may  be  written  or  stamped 
upon  the  same,  showing  that  it  has  been  noted.  If  objections  are  known,  they 
should  be  indorsed  upon  the  certificate  for  the  action  of  the  Secretary  of  War,  under 
section  191  of  the  Revised  Statutes." 

Appendix  2  treats  of  the  "  Rules  and  regulations  of  the  War  Department."  The 
proposed  rules  were  referred  to  the  board,  and,  after  consideration  of  the  laws  and 
rules  in  force  in  the  War  and  other  Executive  Departments,  certain  amendments  were 
suggested  and  the  present  rules  and  regulations,  in  which  were  incorporated  the 
amendments  referred  to,  were  promulgated  June  4,  1888. 

Appendix  3  treats  of  "Certificates  of  deposit."  With  the  view  of  obviating  the 
duplication  of  work  and  delay  tn  the  disposition  of  this  class  of  business,  and  of  ex- 
pediting and  simplifying  the  methods  of  business  in  connection  with  certificates  of 
deposit,  the  board  made  certain  recommendations  which  I  communicated  to  the 
Secretary  of  the  Treasury  by  letter  of  June  14,  1888,  and  having,  substantially,  re- 
ceived his  approval,  were,  with  slight  modification,  adopted,  and  were  promulgated 
by  circular  of  this  Department  dated  June  21,  1888,  and  orders  dated  respectively 
June  18  and  Jiily  11,  lfc88. 

Appendix  4  treats  of  "Army  paymasters'  collections."  The  board,  after  reviewing 
the  method  of  business  in  relation  to  this  subject,  suggested  that  duplication  of 
work,  records,  etc.,  could  be  obviated  by  the  Pay  master- General  designating  on  the 
certificate  of  deposit  all  the  appropriations  to  which  the  funds  belong.  The  views  of 
the  board  met  with  my  concurrence,  and  on  June  22,  1888, 1  issued  the  following' 
directions : 

"Respectfully  returned  to  the  Paymaster- General,  who  will  take  the  same  action 
in  cases  of  credits  for  all  other  appropriations  as  is  now  done  on  account  of  clothing 
and  ordnance  stores. 

"The  proposed  change  will  obviate  the  long  and,  in  the  opinion  of  the  Secretary 
of  War,  entirely  unnecessary  routine  stated  in  the  accompanying  memorandum." 

3 


Appendix  5  treats  of  the  subject  of  **  Card-index  record  of  rolls  of  volunteer 
army."  The  report  of  the  board  upon  this  subject  contains  a  comprehensive  descrip- 
tion of  the  card-index  system,  points  out  many  advantages  which  the  system  is 
believed  to  possess,  and  presents  various  recommendations  respecting  the  application 
of  the  system  to  rolls  and  records  in  the  office  of  the  Adjutant-General. 

After  careful  consideration  of  the  subject  I  deemed  it  judicious  that  the  merits  of 
the  system  should  be  i)ractically  tested,  and  with  that  object  in  view  I,  on  January 
18,  instant,  issued  an  order  as  follows : 

**  Having  carefully  considered  the  report  of  the  board  on  the  *  Card-index  records  of 
the  rolls  of  the  late  volunteer  force,'  and  theremarksof  the  Adjutant-General  thereon, 
I  am  of  opinion  that  a  practical  test  of  the  value  of  the  system,  which  has  been  com- 
menced, can  only  be  made  by  printing  and  distributing  to  the  proper  officers  the 
card  index  of  the  muster-rolls  of  one  regiment. 

"It  is  therefore  ordered  that  the  card  index  of  the  rolls  of  the  One  hundred  and 
sixty-fourth  New  York  Volunteers  be  printed,  and  to  facilitate  search  that  the  cards 
of  said  regiment  be  arranged  in  one  alphabetical  list.  Requisition  will  accordingly 
be  made  upon  the  Public  Printer  for  not  less  than  300  copies  of  the  work.  The  printed 
volume  to  contain  a  statement  on  the  title  page  that  it  is  a  transcript  of  the  muster- 
rolls  only. 

'*  When  printed  the  book  will  at  once  be  distributed  to  all  officers  of  the  Govern- 
ment who  need  a  copj'^  in  the  performance  of  their  duties.  Each  officer  to  whom  one 
or  more  copies  may  be  sent  will  be  requested  to  report  as  early  as  possible  whether 
the  book  is  of  value  in  the  dispatch  of  public  business. 

"This  will  enable  the  Department  to  report  to  Congress  definite  information  as  to 
the  cost  and  value  of  the  work." 

Appendix  6  treats  of  the  subject  of  "Credit  requisitions."  On  July  21,  1888,  the 
Secretary  of  theTreasuiy  communicated  to  me  certain  recommendations  which  had 
been  submitted  by  the  Treasury  commission  (on  business  methods),  one  of  which  was 
that  the  War  Department  and  the  Interior  Department  be  requested  to  make  out 
their  own  credit  requisitions  from  the  lists  sent  to  them  from  the  book-keeper's  divis- 
ion of  the  Third  Auditor's  office,  instead  of  their  being  made  out  in  that  division,  as 
had  been  the  practice.  The  subject  was  referred  to  the  board,  who,  having  considered 
the  same,  made  recommendations  which  not  only  contemplated  the  devolving  upon 
this  Department  of  the  work  properly  belonging  to  it  which  hitherto  had  been  per- 
formed in  the  office  of  tne  Third  Auditor,  but  included  also  the  consolidation  of  cer- 
tain blank  forms  then  in  use  by  which  the  work  incident  to  this  class  of  business 
would  be  much  simplified  and  lessened. 

On  August  9,  1888,  I  communicated  these  recommendations  to  the  Secretary  of  the 
Treasury,  whose  concurrence  therein  was  necessary  in  order  to  carry  them  fully  into 
effect,  and  pending  his  reply  I,  on  August  9,  1888,  issued  the  following  circular: 

"In  order  to  simplify  the  business  of  this  Department,  reduce  the  possibility  of 
error,  and  avoid  the  duplication  of  papers  containing  practically  the  same  informa- 
tion, the  Secretary  of  War  directs  that  the  practice  in  the  different  Bureaus  of  writ- 
ing a  separate  *  request,'  upon  which  to  base  an  accountable  requisition,  be  discon- 
tinued, and  that  in  place  thereof  the  accountable  reqisition  heretofore  made  in  the 
division  of  requisitions  and  accounts,  Secretary's  office,  upon  such  request,  be  here- 
after prepared  in  the  proper  Bureau  for  the  signature  of  the  Secretary  of  War;  and 

that  a  note,  viz :  '  Requested  by ,'  signed  by  the  head  of  the  Bureau,  bo 

written  on  the  margin  of  such  requisition  as  indicated  on  the  accompanying  form.' 

Appendix  7  treats  of  the  subject  Requisitions  on  Public  Printer.  By  au  order  of 
the  War  Department  of  March  28, 1864,  the  heads  of  Bureaus  were  required  to  make 
requisitions  in  duplicate  for  printing  and  binding.  In  the  opinion  of  the  board  the 
concentration  of  the  Bureaus  in  the  War  Department  Building  obviated  the  necessity 
for  the  continuance  of  this  practice,  and  they  recommended  that  it  be  discontinued. 
Accordingly  I,  on  September  11, 1888,  issued  a  circular  as  follows: 

"All  the  Bureaus  of  the  War  Department,  with  one  exception,  being  now  located 
in  the  War  Department  Building,  it  is  no  longer  necessary  that  duplicates  of  requisi- 
tions on  the  Public  Printer  for  printing  and  binding  be  prepared  ;  and  hereafter  only 
one  copy  of  such  requisitions  need  be  sent  to  the  office  of  the  Secretary«of  War,  divis- 
ion of  requisitions  and  accounts,  a  press  copy  of  the  requisition  to  be  retained  in  the 
office  or  bureau  in  which  it  was  made,  for  reference  therein." 

Appendix  8  treats  of  the  subject  "Administration."  A  proposed  circular  prescribing 
the  action  to  be  taken  upon  the  different  classes  of  letters  and  papers  received  at  the 
War  Department  or  any  of  its  Bureaus,  having  been  referred  to  the  board,  they  re- 
ported that  such  a  circular  would  undoubtedly  simplify  and  hasten  the  transaction 
of  business ;  but  with  a  view  of  making  it  more  complete  and  to  more  certainly  ac- 
complish the  object  desired,  they  recommended  that  it  be  referred  to  each  chief  of 
Bureau  for  his  views  and  for  such  amendments  as  in  his  opinion  should  be  made  to 
it  in  order  to  simplify  and  hasten  the  work  of  the  Department  and  do  away  with 
unnecessary  routine,  etc.     On  January  15,  instant,  I  referred  a  copy  of  the  circular  to 


the  heads  of  the  several  Bureaus,  with  request  for  their  views,  auiendments,  etc.,  aa 
recommended  by  the  board,  and  when  replies  shall  have  been  received  the  circular,  em- 
bodying such  suggested  amendments  as  may  be  deemed  of  value,  will  be  formally- 
promulgated. 

Appendix  9  treats  of  messenger  service.  The  report  of  the  board  upon  this  sub- 
ject points  out  the  unnecessary  delays  in  the  transaction  of  current  business,  inci- 
dent to  the  manner  in  which  papers  are  transferred  from  one  room  to  another  for  action 
thereon,  and  in  the  delivery  of  papers  between  the  Bureaus  and  the  ofiQce  of  the  Sec- 
retary of  War;  and  presents  recommendations  designed  to  obviate  such  delays  and 
thereby  effect  a  more  expeditious  disjpatch  of  business.  The  use  of  reversible  mail 
cards,  containing  printed  addresses,  in  place  of  envelopes,  in  the  transmission  of 
papers  from  one  room  to  another  was  also  recommended  as  being  a  simpler  and  more 
expeditious  manner  of  transmitting  papers  intended  to  go  only  from  room  to  room  by 
messenger  service.  These  recommendations  were  formulated  into  orders  and  issued 
January  18,  instant,  as  follows: 

*'  In  order  to  secure  frequent  and  prompt  delivery  of  ofiScial  papers  between  the  rooms 
or  sections  of  a  Bureau,  the  chief  of  each  Bureau  in  which  the  business  transacted  will 
warrant  such  action  is  hereby  directed  to  assign  an  assistant  messenger  or  laborer  to 
the  duty  of  regularly  collecting  and  delivering  official  papers ;  collections  and  deliv- 
<>ries  to  be  punctually  made  by  the  designated  carrier  at  all  the  delivery  baskets  or 
l>oxes  in  a  Bureau  every  half  hour,  viz,  8.4.5,  9.1.5,  9.45,  10.15,  10.45,  11.15, 11.45  a.  m., 
1-J.30,  1.00,  1.30,  2.00,  2.30,  3.00,  and  3.30  p.  m.,  the  carrier  calling  at  each  mail-basket 
twice  each  trip,  once  going  and  once  returning,  so  as  to  insure  the  transmission  of 
completed  papers  in  either  direction  throughout  the  Bureau  each  half  hour. 

'*  Similar  half-hourly  collections  and  delivery  of  papers  will  be  made  between  the 
several  Bureaus  and  the  office  of  the  Secretary  by  an  assistant  messenger  or  laborer, 
to  be  designated  by  the  Chief  Clerk  of  the  Department ;  the  hours  of  delivery  being 
9.00,  9.30, 10.00, 10.30, 11.00,  11.30  a.  m,  12.  m.,  12.45, 1.15, 1.45,  2.15,  2.45 ,3.15,  and  3.45 
p.  m. 

"In  order  that  the  fullest  benefit  may  be  derived  from  this  method  of  communica- 
tion chiefs  of  Bureaus  will  require  that  all  papers  delivered  be  immediately  taken  up 
and  placed  in  the  hands  of  clerks  engaged  upon  the  work  pertaining  thereto ;  and 
that  every  paper  that  has  been  acted  upon  in  one  room  and  which  requires  action  in 
another  be  placed  in  the  delivery-box  before  or  at  the  time  of  the  next  collection. 
Cases  which  require  immediate  action  will  of  course  be  delivered  at  once.  The  half- 
hourly  delivery  applies  to  cases  which  have  been  moved  at  longer  intervals. 

"  Reversible  mail  cards  or  jackets  plainly  addressed  will  be  used  for  the  protection 
and  safe  transmission  of  papers  wherever  their  shape  or  size  will  permit.  The  ad- 
dress of  the  room  or  division  from  which  sent  to  be  in  red  ink  on  the  inside  of  both 
folds,  and  of  the  room  or  division  to  which  sent  in  black  ink  on  the  outside  of  both 
folds. 

"  In  order  to  allow  time  for  the  preparation  of  the  necessary  mail  cards,  this  order 
will  be  carried  into  effect  on  the  1st  of  February  next. 

"In  the  meantime  estimates  of  the  number  and  sizes  of  cards  will  be  made  by  each 
bureau." 

In  this  connection,  and  as  an  illustration  of  the  results  which  follow  efficient  ad- 
ministration and  the  application  of  practical  business  methods  to  the  routine  work 
of  a  public  office,  your  attention  is  invited  to  the  record  and  pension  division  of  the 
Surgeon-Generars  Office,  and  the  work  performed  therein  during  the  last  two  years. 
As  stated  in  my  annual  report  for  1887,  the  work  of  this  division — 

"Had  so  far  fallen  in  arrears  that  9,511  unanswered  calls  for  information  relative 
to  pension  and  other  claims  had  accumulated  in  the  office  on  December  13,  1886. 
Prior  to  that  date  a  large  number  of  cases  were  subjected  to  a  delay  of  two  and  one- 
half  and  three  months,  and  often  for  a  longer  period. 

"Thisstate  of  affairs  had  been  brought  about  by  a  combination  of  causes,  the  most 
important  of  which  were  defective  methods  of  work,  laxity  of  discipline,  indifference 
and  lack  of  interest  on  the  part  of  some  of  the  clerks,  many  of  whom  were  inatten- 
tive to  duty,  inefficient,  physically  or  mentally  disabled,  or  otherwise  incompetent. 
Abelief  seemed  to  pervade  the  whole  office  that  no  improvement  in  the  old  system 
was  either  desirable  or  possible,  and  that  any  change  made  in  it  must  necessarily  be 
for  the  worse.  To  such  an  extent  was  this  carried  that  the  two  principal  officers 
responsible  for  this  division  were  of  opinion  that,  for  efficient  and  constant  work,  it 
was  necessary  to  have  from  two  to  ten  thousand  cases  always  on  hand. 

"Repeated  efforts  by  the  Department  to  secure  greater  expedition  having  failed,  it 
was  deemed  necessary  to  relieve  the  chief  of  the  division  and  detail  another  officer 
in  his  place,  which  was  done  early  in  December ;  other  changes  were  also  made  in  the 
Bureau.  In  less  than  three  months  thereafter  the  great  arrearage  which  existed  was 
entirely  reduced.  The  methods  of  work  were  changed,  at  once  increasing  its  volume 
without  diminishing  its  accuracy;  the  discipline  of  the  force  was  improved;  thirty 


disabled  clerks,  who  for  varions  reasons  were  entitled  to  consideration,  were  assigned 
to  such  duties  as  they  could  efficiently  perform  with  comfort  to  themselves;  twenty 
worthless  clerks  were  discharged,  and  it  is  now  generally  understood  that  the  work 
of  the  office  is  of  the  first  importance,  to  which  personal  preference  and  convenience 
must  yield,  and  it  has  been  clearly  demonstrated  that  a  large  number  of  cases  on 
hand  is  not  essential  to  the  efficient  and  economical  employment  of  the  clerks  engaged 
on  pension  work.  At  the  close  of  the  fiscal  year  it  was  reported  by  the  new  chief  of 
this  division  (Dr.  Ainsworth)  that  any  call  for  information  from  the  records  of  the 
Surgeon-General's  Office  relative  to  pension  claims  could  be  answered  in  from  one  to 
three  days  from  the  date  of  its  receipt." 

Not  only  was  all  this  accomplished  without  increase  in  the  clerical  force  of  the 
division,  but  it  was  soon  found  that  the  changes  which  had  been  made  in  the  method 
of  work  and  discipline  of  the  division  rendered  it  possible  to  keep  up  the  current 
work,  and  at  the  same  time  to  assign  a  portion  of  the  force  to  the  preparation  of  a 
system  of  index  record  cards,  which  would  simplify  and  greatly  diminish  the  future 
work  of  the  office.  In  this  system  the  medical  history  of  each,  soldier  as  it  appears 
on  the  hospital  register  is  written  on  a  separate  card  containing  a  suitable  printed 
form.  The  cards  are  assorted  by  regiments,  then  arranged  alphabetically  by  name 
within  the  regiment,  so  that  when  all  the  registers  shall  have  been  copied,  the  cards 
showing  the  medical  history  of  a  soldier,  who  may  have  been  treated  in  any  number 
of  hospitals  and  in  any  part  of  the  country,  will  by  this  arrangement  all  fall  together 
automatically,  and  his  whole  medical  history  can  be  found  by  simply  turning  to  the 
proper  letter  of  the  alphabet  in  the  tile  box  containing  the  cards  of  his  regiment. 

The  advantages  of  this  system  of  index-record  cards  are  summed  up  in  my  last  an- 
nual report  (18e8)  as  follows : 

"They  answer  all  the  purposes  of  a  copy  or  duplication  of  the  valuable  records, 
which,  from  constant  handling,  have  been  fast  going  to  destruction ;  their  alphabet- 
ical arrangement  in  order  of  surnames  under  each  regiment  will  obviate  tedious,  and 
in  some  cases  unsuccessful,  search  of  the  original  records ;  a  soldier's  medical  history 
can  be  readily  furnished  in  cases  where  it  is  impossible  to  obtain  any  data  upon  which 
to  search  other  than  his  name  or  military  organization ;  and,  finally,  should  it  be  de- 
sired to  print  the  hospital  records,  the  index-cards,  which  contain  everything  re- 
corded in  the  registers,  are  in  the  best  possible  form  to  send  to  the  printer." 

Work  was  commenced  on  this  system  in  April,  1887,  and  has  been  pushed  as  rapidly 
as  possible  since.  At  first  but  a  few  clerks  were  available  for  this  duty,  but  the  num- 
ber so  employed  has  steadily  increased  as  the  other  work  of  the  division  has  been 
lessened  by  the  use  of  the  constantly  expanding  card  files,  and  the  adoption  of  simpler 
and  more  expeditious  methods  of  business,  until  of  the  280  clerks  allowed  by  law  to 
this  division,  which  number  two  years  ago  was  found  insufficient  to  keep  the  current 
work  of  the  office  nearer  than  two  or  three  months  from  date,  now  166  are  constantly 
employed  in  the  preparation  of  record  cards,  while  with  the  remainder  it  is  found  easy 
to  answer  all  calls  upon  the  division  in  from  one  to  three  days  from  the  date  of  their 
receipt.  Over  three  and  one-half  millions  of  cards  have  already  been  made  and  it  is 
believed  that  within  the  next  fiscal  year  this  great  work  will  be  practically  completed, 
including  the  regimental  hospital  records  now  filed  in  the  Adjutant- General  office, 
which  in  a  short  time  must  be  transferred  to  the  Surgeon-General's  Office  to  be  card- 
indexed,  and  thus  complete  the  entire  medical  history  of  the  soldiers  of  the  late  war. 

Appendix  10  treats  of  the  Supply  division.  The  board  describes  the  manner  in 
which  the  stationery  and  miscellaneous  supplies  required  for  the  use  of  the  Depart- 
ment have  been  procured  both  prior  and  subsequent  to  1882,  at  which  last  named 
date  the  method  was  changed,  and  give  a  statement  of  the  reasons  which,  in  July, 
1884,  led  to  the  placing  of  the  business  of  the  supply  division  in  the  charge  of  a  bonded 
officer  of  the  Quartermaster's  Department  of  the  Army.  They  also  explain  wherein 
the  placing  of  the  business  in  the  charge  of  an  officer  failed  to  accomj)lish  the  object 
in  view  and,  as  the  officer  in  charge  will  go  upon  the  retired  list  this  year,  they 
recommend  that  the  supply  division  be  placed  in  charge  of  a  clerk  in  the  Secretary's 
office,  who  should  be  required  to  give  bonds.  They  invite  attention  to  the  salaries  of 
like  positions  in  some  of  the  other  Executive  Departments,  and  suggest  that  the  salary 
of  tlje  chief  of  the  supply  division  should  equal  that  of  the  chief  of  the  stationery  di- 
vision of  the  Treasury  Department,  which  is  $2,500  per  annum.  The  recommenda- 
tions and  suggestions  met  with  my  concurrence,  and  I  gave  them  effect,  so  far  as  it 
was  within  my  power  to  do  so,  by  issuing  orders  on  January  19th  instant,  as  follows: 

"Capt.  Charles  H.  Hoyt,  assistant  quartermaster,  U.  S.  Array,  is  hereby  relieved 
from  duty  in  charge  of  the  supply  division  of  this  Department,  and  will  report  to 
the  Quartermaster-General. 

"Mr.  M.  R.  Thorp,  chief  clerk  of  the  supply  division,  is  assigned  to  the  charge  of 
the  supply  division.  He  will  give  bond  in  the  sum  of  $10,000  for  the  faithful  per- 
formance of  his  dnties  and  will  enter  upon  his  duties  after  his  bond  is  approved  by 
the  Secretary  of  War. 


"  He  will  purchase,  issue,  and  account  lor  all  supplies  and  property  in  accordance 
with  the  regulations  contained  in  the  circulars  of  July  21,  1884,  and  February  19, 
1885,  except  that  portion  of  the  regulations  mentioaed  which  requires  supplies  to  be 
purchased,  issued,  and  accounted  for  in  accordance  with  the  regulations. prescribed 
for  the  Quartermaster's  Department  of  the  Army  and  the  property  returns  of  the  offi- 
cer in  charge  to  be  examined  in  the  office  of  the  Quartermaster-General,  in  lieu  of 
which  requirements  the  books  and  accounts  of  the  supply  division  will  be  hereafter 
inspected  and  reported  upon  by  an  officer  of  the  inspector-ffeneraPs  department  in 
accordance  with  the  regulations  governing  that  department. '^ 

Appendix  11  treats  of  the  subject,  "Daily  reports  of  work."  The  board  quote  in 
their  report  sections  173,  174,  and  175  of  the  Revised  Statutes  of  the  United  States, 
enjoining  upon  chief  clerks  in  the  several  Departments  and  Bureaus,  and  other  offices 
connected  with  the  Departments,  certain  duties  relating  to  the  performance  of  the 
duties  of  the  other  clerks  therein,  and  quote  also  a  letter  upon  the  subject  addressed 
by  the  President  to  the  Secretary  of  War  April  11,  1845,  and  a  circular  issued  there- 
upon by  the  latter  on  April  25,  1845.  It  appearing  that  the  monthly  reports  of  chief 
clerks  required  by  section  174  of  the  Revised  Statutes  had  not  been  made  in  writing 
since  December,  1851,  I,  on  April  23,  1887,  issued  a  circular  to  the  heads  of  Bureaus 
of  the  Department,  enjoining  a  ptrict  compliance  with  the  requirements  of  sections 
173,  174,  and  175  of  the  Revised  Statutes,  and  directing  them  to  require  each  clerk  in 
their  respective  offices  to  make  a  daily  report  of  his  (or  her)  attendance,  and  of  the 
amount  and  character  of  work  performed,  and  to  require  the  respective  chief  clerks 
to  submit  to  them  a  monthly  report,  compiled  from  the  daily  reports,  showing  the 
attendance  of  the  clerks,  the  business  transacted  in  the  office  during  the  month,  the 
amount  remaining  on  hand  to  be  disposed  of,  etc. 

The  reports  thus  required  have  since  been  regularly  made,  but  in  the  opinion  of  the 
board,  based  upon  reports  from  some  of  the  bureaus  and  an  examination  of  the  forms 
used,  the  circular  of  April  23,  1887,  has  been  too  literally  construed,  and  that  in  con- 
sequence thereof  labor  and  time  have  been  consumed  in  reporting  details  of  work, 
without  corresponding  beneficial  results..  The  board  therefore  recommended  the 
rescission  of  the  above-mentioned  circular,  with  other  recommendations  which  I  ap- 
proved and  issued  in  the  form  of  a  circular,  dated  January  21st  instant,  as  follows: 

"  The  circular  of  April  23,  1887,  which  requires  reports  to  be  made  of  work  per- 
formed i)i  the  several  bureaus  of  the  Department,  is  hereby  rescinded. 

"Chiefs  of  bureaus  are  authorized  to  exercise  their  discretion  in  the  matter  of  re- 
ports of  work  performed  in  their  respective  bureaus,  having  in  view  the  duties  re- 
quired to  be  performed  by  chief  clerks  under  sections  173  and  174  of  the  Revised 
Statutes." 

The  report  of  the  board  on  the  subject  of  "  Correspondence,"  Appendix  12,  is  still 
under  consideration,  and  will  be  transmitted  in  a  few  days. 

The  board  in  their  report  refer  to  unavoidable  interruptions  which  retarded  to  some 
extent  the  progress  of  their  labors,  and,  in  closing,  advance  certain  suggestions  relat- 
ing to  the  organization  of  the  civilian  force  of  the  Department.  They  refer  to  the 
inadequacy  of  the  salaries  of  6mploy^s  in  this  Department,  and  to  the  propriety  of  a 
re-adjustment  so  as  to  equalize  the  salaries  in  the  War  Department  with  those  in  the 
Treasury  Department.  I  invite  attention  to  their  remarks  upon  this  general  subject 
and  to  the  views  therein  presented,  in  which  I  heartily  concur. 

It  is  but  simple  justice  that  employes  charged  with  important  and  responsible  du- 
ties, requiring  in  many  cases  professional  and  technical  qualifications,  should  be  paid 
salaries  commensurate  with  the  value  of  their  services.  The  chief  clerk  of  the  De- 
partment and  the  chiefs  of  divisions  in  the  office  of  the  Secretary  of  War,  as  also 
those  occupying  corresponding  positions  in  the  several  bureaus,  should  be  paid 
higher  salaries  than  they  now  receive,  and  a  reasonable  number  of  the  higher  grade 
clerkships  (class  4)  additional  to  those  now  existing  should  be  authorized,  so  as  to 
provide  for  the  promotion  of  a  corresponding  number  of  clerks  of  the  lower  grades 
who  by  reason  of  faithful  and  efficient  service  are  entitled  to  an  increase  of  salaries. 

I  also  invite  attention  to  that  portion  of  the  report  which  speaks  of  the  necessity 
for  another  stenographer  in  the  office  of  the  Secretary.  The  reasons  advanced  why 
an  additional  stenographer  should  be  allowed  this  office  are  so  conclusive,  and, the 
economy  that  would  result  therefrom  is  so  plainly  shown,  that  I  deem  it  unnecessary 
to  say  more  than  that  I  fully  concur  in  the  views  of  the  board  upon  this  subject. 

The  necessity  for  an  Assistant  Secretary  of  War,  for  the  performance  of  a  portion 
of  the  excessive  duties  which  now  devolve  upon  the  Secretary,  is  becoming  more  and 
more  imperative,  and  I  shall  feel  gratified  if  through  your  committee  these  subjects 
are  brought  to  the  attention  of  Congress. 

In  transmitting  the  report  of  the  board,  I  should  feel  that  I  had  neglected  a  duty 
did  I  fail  to  make  acknowledgment  of  the  very  efficient  manner  in  which  the  members 
have  discharged  the  responsible  and  delicate  duties  with  which  they  were  charged. 
TJieir  report,  which  embraces  a  variety  of  subjects,  shows  that  their  examinations 


8 

into  the  methods  of  business  took  a  wide  range,  extending  to  the  minute  details  of 
every  class  of  business  coming  under  their  consideration,  and  bears  evidence  of  ardu- 
ous labor  -well  performed.  The^khave  pointed  the  way  to  many  reforms  in  the  busi- 
ness methods  which  will  prove  of  enduring  benelit  to  the  public  service,  and  I  regret 
that  I  can  not  do  more  than  record  my  appreciation  of  their  valuable  labors. 
Very  respectfully,  vonr  obedient  servant, 

William  C.  Endicott, 

Secretary  of  War. 

Hon.   F.   M.   COCKRELL, 

Cliammn  of  Senate  Select  Committee  to  Examine  the 

Methods  of  Condwjiing  Business  in  the  Executive  Departments. 


REPORT  OF  THE  BOARD. 


War  Department, 
Board  on  Business  Methods, 

January  21,  18S9. 

Tlie  board  ou  business  methods  has  the  honor  to  submit  the  following  report. 
The  board  was  appointed  by  the  foUowitag  order  : 

War  Department, 
Washington  City,  March  22,  1888. 
Orders : 

A  board  to  consist  of  John  Tweed  ale,  chief  clerk.  War  Department ;  L.  W.  Tolman, 
chief  of  the  division  of  requisitions  and  accounts,  office  of  the  Secretary  of  War,  and 
Jacob  Freeh,  clerk  class  4,  Surgeon-General's  Office,  is  hereby  appointed  to  meet  on 
the  24th  day  of  March,  1888,  and,  after  proper  examination,  to  consider  and  report  a 
practical  plan  for  the  more  simple,  speedy,  and  efficient  transaction  of  the  public  busi- 
ness of  the  War  Department  and  its  bureaus.  It  is  desirable  that  such  business  shall 
be  finally  disposed  of  with  the  greatest  possible  degree  of  correctness  and  promptness, 
with  the  least  possible  labor  in  briefing,  notating,  and  copying,  and  with  the  smallest 
number  of  record  entries  and  record  books.  It  is  also  important  that  there  shall  be 
no  duplication  of  work  or  repetition  of  coj)ies  and  records  in  the  Department. 

The  board  will  have  free  access  to  the  records,  and  chiefs  of  bureaus  are  requested 
to  extend  such  assistance  as  may  be  needed  in  the  execution  of  this  order. 

Maurice  Pechin,  clerk  class  1,  office  of  the  Secretary  of  War,  will  report  for  duty 
as  clerk  of  the  board. 

William  C.  Endicott, 

Secretary  of  War. 

The  board  met  on  the  day  fixed  in  the  order,  and  the  letter  from  the  chairman  of 
the  Senate  Select  Committee  to  Inquire  into  the  Methods  of  Business  in  the  Ex-scu- 
tive  Departments  was  read.    The  letter  is  as  follows : 

United  States  Senate, 

February  10,  1888. 

My  Dear  Sir:  The  select  committee  of  the  Senate  required  to  investigate  the 
methods  of  business  and^work  in  the  Executive  Departments  take  the  liberty  of  sub- 
mitting to  you  the  following  extracts  from  the  report  to  be  submitted  to  the  Senate : 

The  investigations  of  your  committee  have  forced  them  to  the  conclusion  that  in 
the  Treasury  Department,  the  War  Department,  and  Interior  Department,  and  to  a 
greater  or  less  extent  in  other  Departments,  there  are  more  briefings,  notations,  and 
record  entries  made,  copying  done,  and  record  books  kept  than  is  necessary  or  requi- 
site in  preserving  proper  records  of  the  transactions  of  the  public  business  or  as  safe- 
guards and  checks  against  errors,  mistakes,  or  frauds. 

They  complicate  the  methods  of  business,  cause  unnecessary  delays  in  its  transac- 
tion, and  much  unnecessary  work,  and  add  to  the  accumulation  of  files  of  papers  and 
record  books  seldom  referred  to,  and  tend  greatly  to  lessen  the  sense  of  responsibility 
on  the  part  of  employes. 

Likewise,  the  items  of  business  matters  are  required  to  pass  through  the  hands  of 
too  many  different  officers  and  employes  and  through  the  hands  of  the  same  persons 
too  often,  thus  causing  the  consumption  of  too  much  time  in  the  disposition  thereof 
and  dividing  the  responsibility  therefor  among  too  many  different  employes.  Some 
one  clerk  or  employ 6,  too  often  of  the  lower  grades  or  classes  as  to  salary,  makes  the 
examination  and  adjustment,  and  places  his  initials  thereon,  and  all  the  others  through 
whose  hands  the  item  of  business  may  pass  in  its  routine  act  simply  upon  the  faith  of 
the  initials  so  made  by  the  one  clerk  or  emplov^. 

9 


10 

Your  committee  foaud  the  labor  and  time  necessary  to  investigate  and  determine  all 
steps  taken  in  the  transaction  of  the  multitudinous  items  of  business  matters  coming 
before  the  various  Departments  for  disposition  under  the  present  methods  of  business 
prevailing  therein,  and  to  point  out  the  steps  or  links  in  the  present  system  which 
could  be  left  or  taken  out  without  detriment  to  accuracy  and  safety,  too  great  to  un- 
dertake with  any  prospect  of  completion  in  any  reasonable  time. 

The  most  feasible  and  practical  remedy  your  committee  can  suggest  is  for  the  Sec- 
retary of  the  Treasury  and  the  Secretary  of  War  to  select  a  committee  or  commission 
of  three  competent,  industrious,  painstaking  officers  or  employes  of  their  respective 
Departments  most  familiar  with  the  existing  methods  of  business  therein  and  with 
correct,  prompt,  and  proper  business  methods  generally,  and  not  wedded  to  the  idea 
that  the  age  of  existing  methods  has  made  them  the  only  correct  and  proper  ones  or 
that  any  change  therein  will  be  an  improvement. 

This  committee  or  commission  in  each  Department  should  personally  trace  from  in- 
ception to  final  disposition  the  various  classes  of  public  business  therein  transacted, 
and  ascertain  the  exact  number  of  persons,  officers,  or  employes  through  whose  hands 
the  same  passes,  the  time,  attention,  and  labor  devoted  thereto  by  each,  the  kind  of 
work  done  thereto  by  each,  and  the  entries  and  records  made  by  each.  With  this  data 
plainly  and  fully  before  them,  and  understood  by  them,  they  ought  to  be  able  to  de- 
termine with  certainty,  safety,  and  accuracy  exactly  what  can  be  omitted,  what 
necessary  to  be  added,  and  the  safe  and  proper  changes  to  be  made,  and  then  devise 
and  prepare  judicious,  safe,  and  correct  methods  for  the  transaction  of  the  various 
classes  of  public  business,  so  that  they  can  be  finally  disposed  of  with  the  greatest 
possible  degree  of  correctness  and  promptness,  and  with  the  least  possible  labor, 
briefing,  notating,  and  copying,  and  with  the  sraalle«»t  number  of  record  entries  and 
record  books,  and  by  passing  through  as  few  different  hands  as  possible,  etc. 

When  they  have  completed  their  work  and  prepared  the  report  thereof,  they  should 
then  present  the  same  to  the  Secretary  appointing  them,  and  if  approved  by  him,  or 
when  corrected  and  approved  by  him,  after  full  consultation,  then  the  Secretary 
should  cause  the  methods  of  business  so  determined  upon  to  be  strictly  and  rigidly 
carried  out  in  every  bureau  and  division  of  his  Department,  and  hold  the  chiefs  of 
bureaus  and  divisions  to  a  strict  accountability  for  the  adoption  and  enforcement  of 
such  methods. 

If  it  should  be  found  that  legislation  is  necessary  to  adopt  or  carry  out  the  pro- 
posed methods,  the  requisite  legislation  should  be  prepared  and  submitted  to  Congress 
for  consideration  and  action. 

Your  committee  therefore  recommend  to  the  designated  Secretaries  to  select  such 
committees  or  commissions,  and  give  them  full  authority  and  power  to  make  the 
necessary  examinations  and  such  assistance  as  may  be  proper. 

Your  committee  have  addressed  letters  to  the  Secretaries  of  the  Treasury  and  of 
War,  embodying  these  views  and  recommendations  for  their  consideration  and  ac- 
tion. 

F.   M.   COCKRELL, 

Chairman  of  Senate  Select  Committee. 
Hon.  William  C.  Endicott, 

Secretary  of  War, 

War  Department,  March  26,  1888. 
Official  copy  respectfully  referred  for  the  information  of  the  War  Department  board 
appointed  March  22,  188b,  to  report  a  plan  for  the  more  speedy  transaction  of  the 
public  business. 
By  order  of  the  Secretary  of  War. 

John  Tweedale, 

Chief  Clerk. 

The  board  then  proceeded  to  consider  the  method  to  be  adoptednn  performing  the 
work  required.  It  was  decided  to  consider  the  matters  to  be  inquired  into  by  topics, 
to  investigate  each  separately,  and  when  a  conclusion  was  reached  to  report  thereon 
to  the  Secretary  of  War,  and  thus  proceed  with  the  work  seriatim. 

To  aid  the  board  the  Secretary  of  War  issued  the  following  circular,  inviting  sug- 
gestions upon  the  subjects  to  be  considered : 

[Circular.! 

War  Department, 
Washington  City,  April  4,  1888. 
A  board  has  been  appointed  to  consider  and  report  a  practical  plan  for  the  more 
simple,  speedy,  and  efficient  transaction  of  the  public  business  of  the  War  Depart- 
ment and  its  bureaus.  It  is  desirable  that  such  business  shall  be  finally  disposed  of 
with  the  greatest  possible  degree  of  correctness  and  promptness,  with  the  least  possible 
labor  in  briefing,  notating,  and  copying,  and  with  the  smallest  number  of  record  en- 
tries and  record  books.  It  is  also  important  that  there  shall  be  no  duplication  of 
work  or  repetition  of  copies  and  records  in  the  Department. 


11 

Suggestions  upon  any  of  the  subjects  to  be  considered  by  theboard  are  invited,  "witli 
requests  that  oommuui'cations  be  sent  direct  to  the  "  Chairman  of  the  board  on  busi- 
ness methods,  War  Department." 

William  C.  Endtcott, 

Secretary  of  War. 

A  copy  of  this  circular  was  sent  to  each  person  in  Washington  connected  with  the 
Department,  and  in  response  thereto  twenty-one  replies  were  received,  containing 
various  suggestions,  which  were  of  value  in  aiding  the  board  in  its  investigation. 

The  topics  which  have  been  considered  and  upon  which  reports  have  been  made  are 
as  follows : 

(1)  Requests  for  requisitions  upon  Treasury  settlement  certificates.  (See  Appen- 
dix No.  1.) 

(2)  Rules  and  regulations  for  the  War  Department.     (See  Appendix  No.  2.) 
(Note. — The  proposed  rules  were  referred  to  the  board,  and  after  consideration  of  the 

laws  and  rules  in  force  in  this  and  other  Executive  Departments,  certain  amendments 
were  suggested.) 

(3)  Certificates  of  deposit.     (See  Appendix  No.  3.) 

(4)  Army  paymasters'  collections.     (See  Appendix  No.  4.) 

(5)  Card-index  record  of  the  rolls  of  the  volunteer  army  during  the  late  war.  (See 
Appendix  No.  5.) 

(6)  Credit  requisitions  for  repayment  of  money  into  the  Treasury.  (See  Appendix 
No.  6.) 

(7)  Requisitions  on  the  Public  Printer.     (See  Appendix  No.  7.) 
(H)  Administration.     (See  Appendix  No.  8.) 

(9)  Messenger  service.     (See  Appendix  No.  9.) 

(10)  Supply  division.     (See  Appendix  No.  10.) 

(11)  Reports  of  work  done.     (SeeAppendixNo.il.) 

The  report  on  "Correspondence,"  Appendix  No.  12,  is  under  consideration. 

The  board  continued  in  session  until  it  became  necessary  to  take  a  recess,  in  order 
that  the  members  might  return  to  their  desks.  The  work  incidental  to  the  prepara- 
tion of  the  annual  reports  and  estimates,  and  other  important  business  delayed  re-as- 
sembling until  December  14,  1888.  The  work  of  investigation  has  been  further  de- 
layed by  reason  of  interruptions  during  the  sessions,  caused  by  the  members  being 
frequently  consulted  upon  matters  pertaining  to  their  regular  official  duties,  by  the 
chairman  being  called  upon  to  perform  certain  duties  of  the  Secretary,  including  the 
signing  of  his  mail  at  times  during  his  absence,  and  by  the  occasional  absence  of  the 
other  two  members  on  duty  connected  with  the  board  of  promotion,  of  which  they 
are  members.  These  interruptions  are  not  peculiar  to  this  board,  but  would  occur 
with  any  board  composed  ot  members  necessarily  on  duty  at  the  place  where  their 
regular  duties  are  performed.  They  are  stated  to  account  for  any  seeming  delay  in 
the  business  of  the  board.  The  investigation  had  to  be  made  personally  to  be  of 
value ;  haste  was  unwise,  for  the  existing  condition  must  not  only  be  ascertained,  but 
the  reason  for  it;  because  an  apparent  improvement  may  have  been  tried  in  the  past 
and  found  wanting,  hence  after  investigation  much  study  was  required  to  determine 
what  should  be  done  before  recommending  a  change,  else  a  mistake  would  make  all 
the  recommendations  doubtful. 

With  the  greatest  care  mistakes  must  of  necessity  occur,  especially  in  dealing  with 
questions  which  can  only  be  tested  in  the  future,  consequently  the  reasons  for  each 
recommendation  have  been  fully  stated,  and  it  is  hoped  if  put  to  the  practical  test 
they  will  prove  of  actual  benefit  in  hastening  the  transaction  of  public  business  with 
the'least  possible  expenditure  of  labor. 

In  closing  this  report  it  is  remarked  that  no  matter  how  perfect  the  system,  success 
can  be  assured  only  through  the  intelligence,  zeal,  and  fidelity  of  the  working  force. 
To  accomplish  this  there  should  be  reasonable  rewards  for  faithful  and  valuable  serv- 
ice. There  should  be  an  appropriation  to  pay  clerks  who  must  work  overtime.  Au 
appropriation  was  made  to  pay  the  "clerks  in  the  Adjutant-General's  Office  and  Sur- 
geon-General's Office  who  recently  worked  overtime,  but  in  other  offices  and  bureaus 
there  are  clerks  who  habitually  do  so  in  order  to  keep  their  work  up,  and  they  l«ave 
never  received  any  compensation  therefor.  If  the  heads  of  Departments  were  en- 
abled to  pay  the  clerks  salaries  equal  to  those  paid  for  like  services  by  corporations 
and  commercial  establishments  it  is  believed  it  would  be  more  satisfactory  than  the 
present  system ;  failing  that, the  pay  of  employes  should  here-adjusted  by  Congress. 
There  has  been  no  re-adJustment  of  salaries  in  the  War  Department  since  the  war; 
they  should  certainly  be  on  a  par  with  those  of  the  Treasury,  which  Department 
was  reorganized  in  1875. 

This  great  Department,  with  over  1,600  employes,  disbursing  over  $40,000,000  an- 
nually, constantly  passing  upon  economic  and  legal  questions,  the  dredging  of  rivers, 
the  construction  of  contracts,  the  regulation  of  canals,  etc.,  has  neither  an  assistant 
secretary  nor  a  legal  advistr  to  assist  the  Secretary  in  the  determination  of  the  mul- 


12 

tifarious  questions  coming  before  him.     The  necessity  is  great;  the  board  can  not  but 
refer  to  it  as  bearing  closely  upon  the  questions  it  has  been  required  to  consider. 

While  considering  the  subject  of  salaries  it  must  be  stated  that  with  the  rapid 
growth  of  Washington  the  expense  of  living  has  increased  greatly,  while  the  salaries 
remain  so  small  as  to  atibrd  only  a  bare  subsistence.  Not  being  a  commercial  city,  the 
reputation  made  is  not  known  where  it  would  be  valuable  in  affording  an  oi)portunity 
to  enter  civil  pursuits  outside  of  Government  employ  at  a  compensation  commensu- 
rate with  the  ability  of  those  ambitious  to  succeed.  So  the  employes  naturally  long 
for  the  time  when  the  nation  will  say  to  them  that  having  served  faithfully  at  small 
salaries,  they  shall  be  cared  for  in  their  declining  years.  With  a  retired  list  for  the 
civil  service  the  morale  would  be  vastly  improved  and  every  department  of  the  Gov- 
ernment would  feel  the  beneficial  effects  of  such  wise  and  beneficent  legislation.  It 
would  remove  temptation,  and  the  day  when  the  faithful  employ^  would  be  left 
penniless  because  no  longer  of  value  on  account  of  age  would  be  past  forever.  It  has 
already  been  applied  to  the  Judiciary,  to  the  entire  Army  (officers  and  enlisted  men), 
to  the  Navy,  and  the  Marine  Corps. 

Either  one  thing  or  the  other  should  be  done ;  the  salaries  of  competent  employes 
should  be  raised  to  a  just  compensation  in  order  that  they  may  save  something  for 
the  future,  or  they  should  be  retired  with  pay  when  no  longer  able  to  perform  efficient 
service.  There  are  places  in  all  the  Departments  filled  by  men  who  are  superannu- 
ated ;  they  are  retained  in  service  because  they  have  been  faithful  and  it  would  be  a 
hardship  to  discharge  them.  On  this  subject  the  Secretary  of  the  Treasury  (Hon. 
John  Sherman),  in  a  letter  dated  April  7,  1880,  transmitting  to  the  United  States  Sen- 
ate a  list  of  the  employes  in  the  Treasury  Department,  says  : 

"  I  am  not  advised  that  the  removal  of  any  individuals  and  the  appointment  of 
others  in  their  stead  is  required  at  this  time  for  the  better  dispatch  of  business,  ex- 
cept perhaps  in  a  few  cases  where  persons  who,  on  account  of  old  age  and  physical 
and  mental  infirmities,  are  not  as  efficient  as  younger  men  would  be;  but  these  per- 
sons have  been  employed  a  great  many  years  and  have  rendered  faithful  service  to 
the  Government.  Their  removal  would  be  accompanied  with  great  hardship  to  them 
personally,  and  I  do  not  feel  justified  in  making  the  changes."  (See  Senate  Ex.  Doc. 
142,  Forty-sixth  Congress,  second  session.) 

Again,  on  March  17, 1882,  the  then  Secretary  of  the  Treasury  (Hon.  Chas.  J.  Folger), 
in  a  letter  transmitting  a  similar  list,  says  : 

"  There  are  cases  where  persons  who,  on  account  of  old  age  and  physical  and  men- 
tal infirmities,  are  not  as  efficient  as  younger  men  would  be  ;  but  these  persons  have 
been  employed  for  years  and  have  rendered  faithful  service  to  the  Government. 
Their  removal  would  be  accompanied  with  great  hardship  to  them  personally,  and  I 
do  not  feel  justified  in  making  the  changes."  (See  Senate  Ex.  Doc.  138,  Forty-sev- 
enth Congress,  first  session.) 

The  board  can  add  nothing  to  what  has  been  so  well  expressed,  except  to  say  what 
is  self-evident,  that  the  places  of  employes  of  the  class  mentioned  could  be  filled  by 
younger  and  more  efficient  men  to  the  benefit  of  the  Government,  and  to  add  the 
recommendation  that  Congress,  by  appropriate  legislation,  may  aftbrd  relief  to  the 
Departments  and  at  the  same  time  provide  for  this  worthy  and  faithful  class  of  em- 
ploy6s. 

Finally,  the  board  desires  to  express  its  appreciation  of  the  valuable  services  ren- 
dered by  Mr.  Maurice  Pechin,  clerk  of  the  board.  In  addition  to  clerical  ability,  he 
is  an  excellent  stenographer,  capable  of  correctly  reporting  testimony,  and  has  in 
consequence  been  of  great  service  in  the  investigations  of  the  board.  Since  October 
25,  1888,  he  has  been  on  duty  with  the  court  of  inquiry  appointed  "  to  examine  into 
and  report  upon  the  entire  subject  of  the  lining  of  the  tunnel  extension  of  the  Wash- 
ington aqueduct."  He  has  reported  much  of  the  testimony  taken  by  the  court,  and 
the  board  is  informed  that  his  services  have  been  eminently  satisfactory.  It  is  not 
possible  for  one  stenographer  to  take  testimony  for  an  entire  day  and  have  the  record 
ready  for  the  next  day,  and,  therefore,  to  enable  t;^e  court  to  meet  on  successive  days, 
it  became  necessary  to  contract  with  a  firm  of  stenographers  in  this  city  to  do  part  of 
the  work  of  reporting.  When  the  court  adjourns  bis  services  are  desired  by  the 
Board  of  Ordnance  and  Fortifications,  which  Board  will  be  in  session  for  an  indefinite 
time.  The  foregoing  shows  the  necessity  for  another  stenographer  in  the  office  of  the 
Secretary  of  War.  One  is  now  provided  by  law,  but  the  business  of  the  Department 
requires  two,  and  it  will  be  more  economical  to  provide  for  two  than  to  contract  for 
such  services  when  they  are  needed  in  a  pending  investigation.  The  annual  com- 
pensation ($1,800)  paid  to  stenographers  in  the  Departments  would  be  exceeded  in 
less  than  two  months  at  the  ruling  rate,  25  cents  i)ef  folio,  paid  to  stenographers 
employed  under  contract. 

Respectfully  submitted.  John  Tweedale, 

l.  w.  tolman, 
Jacob  Frech, 

Hon.  William  C.  Exdicott,  Members  of  Board. 

Secretary  of  Wa'\ 


APPENDICES 


Appendix  No.  1. 
requests  for  requisitions  on  settlement  certificates. 

War  Department, 
Board  on  Business  Methods, 

April  18,  1888. 

Sir:  Mr.  Tolman,  chief  of  the  division  of  requisitions  and  accounts,  brought  to 
the  attention  of  the  board  on  business  methods  a  matter  of  routine  in  reference  to 
bureau  action  on  settlement  certificates,  which  in  his  opinion  could  be  siulplitied  to 
the  benefit  of  the  service. 

Settlement  certificates  area  statement  of  claims  as  allowed  by  the  accounting  offi- 
cers of  the  Treasury.  When  money  is  available  the  certificates  pertaining  to  the  ap- 
propriations under  the  jurisdiction  of  the  War  Department  are  sent  by  the  Auditor 
to  this  Department  for  payment.  Such  certificate  is  sent  to  the  bureau  to  which  it 
pertains  for  appropriate  action. 

Upon  personal  investigation  by  the  board  it  is  found  that  in  some  of  the  bureaus  a 
certificate  to  which  no  objection  is  found  is  returned  to  the  Secretary  of  War,  with  a 
notation  on  the  back  of  the  certificate  that  it  has  been  '*  noted  "  or  "verified  "  in  the 
bureau.  In  several  of  the  bureaus,  however,  it  is  the  custom  to  return  the  certificate 
to  the  Secretary  of  War  with  a  letter  signed  by  the  chief  of  the  bureau,  setting  forth  in 
detail  the  information  already  fully  and  clearly  stated  in  the  certificate,  viz,  the 
name  and  addiess  of  the  claimant,  the  number  of  the  certificate,  the  amount  found 
to  be  due,  and  the  appropriation  to  which  chargeable,  and  formally  requesting  the 
Secretary  of  War  to  issue  a  requisition  on  the  Secretary  of  the  Treasury  for  the 
amount. 

In  one  bureau  separate  letters  are  so  prepared  for  each  claimant  named  on  a  cer- 
tificate. As  certificates  sometimes  embrace  four  or  five  different  claims,  that  number 
of  letters  accompany  the  certificate. 

All  of  the  chiefs  of  bureaus  agree  that  these  letters  of  request  are  entirely  useless 
and  can  be  dispensed  with,  and  thus  save  considerable  labor. 

It  is  accordingly  recommended  that  the  custom  of  issuing  letters  of  request  upon 
settlement  certificates  by  the  bureau  officers  be  discontinued,  and  that  the  certificates 
be  returned  with  an  indorsement,  which  may  be  stamped  upon  the  back  of  the  cer- 
tificate, showing  that  it  has  been  "noted,"  with  the  name  of  the  office  and  date.  If 
objections  exist  to  the  certificate  under  section  191,  Revised  Statutes,  they  should  be 
stated  in  the  indorsement. 
Very  respectfully, 

John  Tweedale, 
L.  W.  Tolman, 
Jacob  Frech, 

Memhers  of  Board. 

Copies  of  settlement  certificate,  letter  of  request  for  requisition,  and  requisition 
referred  to  are  herewith  submitted. 

iroti.  William  C.  Endicott, 

Secretary  of  War. 

13 


14 

Copy  of  settlement  certificate  No.  8826. 


[No.  of  claim,  93441. 


Treasury  Department, 
Third  Auditor's  Office, 

April  12, 1887. 
I  certify  that  there  is  due  from  the  United  States  to  John  D.  Patton  for  44,175  lbs. 
of  straw  jjurchased  at  Fort  Meade,  D.  T.,  under  the  provisions  of  his  contract  of  May 
30, 1884,  at  $4.75  perton,  one  hundred  and  four  dollars  and  ninety-two  cents  ($104.92). 
It  is  suggested  that  a  requisition  now  issue,  in  order  that  the  Secretary  of  the  Treas- 
ury may  retain  said  sum  of  $104.92,  under  the  provisions  of  the  act  of  March  3, 1875, 
to  await  the  result  of  any  suit  which  may  be  instituted  against  said  Patton  to  re- 
cover damages  sustained  by  the  United  States  by  reason  of  his  failure  to  fulfill  said 
contract  of  May  30,  1884. 

[Vide  sett.  No. ,  of  this  date.] 

Appropriation  :  Regular  supplies,  Q.  M.  D.,  1385. 

Payable  to ,  as  appears  from  the  statements  and  vouchers  herewith 

transmitted  for  the  decision  of  the  Second  Comjitroller  of  the  Treasury  thereon. 

John  S.  Williams, 

Auditor. 
To  Hon.  Second  Comptroller  of  the  Treasury. 

Second  Comptroller's  Office. 
I  admit  and  certify  the  above  balance  this  second  day  of  August,  1887. 

Sigourney  Butler, 

Second  Comptroller. 
Issue. 

S.  B.  H., 
Q.  M.  GenU. 
Noted:  Q.  M.  G.  O.,  April  9,  1888. 

To  be  reported  for  appropriatiop. 

James  Gilliss, 
Major  and  Qr.  Mr.,  U.  S.  A. 


Copy  of  ''request"  for  requisition. 

$104.92.  War  Department, 

Office  of  the  Quartermaster-General, 

Washington  City,  April  10,  1888. 
To  the  Secretary  of  War: 

Sir:  Please  cause  a  requisition  for  the  sum  of  one  hundred  and  four  and  ^  dollars 
to  be  issued  in  favor  of  John  D.  Patton. 

To  be  retained  by  the  Secretary  of  the  Treasury,  as  per  annexed  statement  of  the 
Second  Comptroller  and  Third  Auditor,  No.  8826,  '87. 

To  be  charged  as  follows,  viz :  To  the  appropriation  for  regular  supplies,  Quarter- 
master's Dept.,  1885  and  prior  years,  $104.92. 
Respectfully, 

S.    B.    HOLABIRD, 

Quartermaster- General,  U.  S.  Army. 
12718,  '87. 
Entered  April  11,  1888,  Q.  M.  G.  O. 


Copy  of  requisition. 
Sett.     Requisition  No.  437. 

War  DePxVRtment. 
To  the  Secretary  of  the  Treasury: 

Sir  :  Please  to  cause  a  warrant  for  one  hundred  and  fonr  dollars  and  ninety-two 
cents  to  be  issued  in  favor  of  John  D.  Patton,  the  amount  to  be  withheld  by  the  Secre- 
tary of  the  Treasury  to  await  the  result  of  any  suit  that  maybe  instituted  against 
said  Patton,  to  recover  damages  sustaiued  by  the  U.  S.  by  reason  of  bis  failure  to  ful- 


15 

fill  his  contract,  May  30,  1884,  to  farniab  straw  at  Fort  Meade,  D.  T.,  due  on  settle- 
ment, as  per  certificate  of  Second  Comptroller,  No.  8826.     To  be  charged  to  the  under- 
mentioned appropriations. 
Given  under  my  hand  this  14th  day  of  April,  1888. 

William  C.  Endicott, 

Secretary  of  War. 
$104.9:2. 

Countersigned. 


Second  Comptroller. 
Registered. 


Third  Auditor. 
Regular  supplies.  Quartermaster's  Department,  1885  and  prior  years,  $104.  92. 
12718—1837. 


The  action  taken  by  the  Secretary  of  War  upon  the  recommendation  oi  lue  board 
appears  in  the  following  circular : 

[Circular.] 

War  Department, 
Wasliington  City,  Ajml  19,  1888. 
Hereafter  the  custom  of  issuing  '*  requests  "  by  the  chiefs  of  Bureaus  of  this  Depart- 
ment tor  requisition  upon  Treasury  settlement  certificates  in  cases  where  no  objec- 
tion to  payment  is  known  will  be  discontinued,  and  said  certificates  will  be  re- 
turned to  the  Secretary  of  War  by  indorsment,  which  may  be  written  or  stamped  upon 
the  same,  showing  that  it  has  been  noted.     If  objections  are  known,  they  should  be 
indorsed  upon  the  certificates  for  the  af^+ion  of  the  Secretary  of  War,  under  section  191 
of  the  Revised  Statutes. 
By  order  of  the  Secretary  of  War. 

John  Tweedale, 

Chief  Clerk . 


Appendix  Xo.  2. 
rules  and  regulations  op  the  war  department. 

(1)  The  office  hours  are  from  9  a.  m.  to  4  p.  m.,  with  a  recess  of  half  an  hour  at  uoon. 
One  clerk  at  least  must  remain  on  duty  in  each  room  during  recess,  and  will  be  per- 
mitted to  be  absent  for  half  an  hour  thereafter.  All  other  time  absent  must  be  with 
proper  permission  or  satisfactorily  explained. 

(2)  When  unavoidably  absent,  employes  must  inform  their  immediate  superiors  of 
the  cause,  in  writing,  at  the  earliest  practicable  moment. 

(3)  When  public^business  requires  the  attendance  of  employes  in  excess  of  the  reg- 
ular office  hours,  they  must  be  present,  and  note  will  be  made  of  the  number  of  hours 
of  such  extra  attendance. 

(4)  Visits  to  other  rooms,  except  on  public  business,  are  prohibited. 

(5)  Smoking,  discussion,  or  loud  talking  is  strictly  prohibited. 

(6)  The  use  of  intoxicating  liquors  to  such  an  extent  as  to  cause  unfitness  for  duty, 
or  other  habits  having  the  same  effect,  will  serve  as  a  reason  for  discharge. 

(7)  Employes  not  habitually  correct  in  their  work  will  be  recommended  for  dis- 
charge. 

(8)  A  courteous  demeanor  must  be  maintained  toward  all  persons. 

(9)  All  files,  books,  etc.,  when  used,  must  be  immediately  replaced  in  their  proper 
places. 

(10)  Private  business  is  not  to  be  transacted  in  the  public  office,  and  the  reading  of 
books  and  newspapers  will  not  be  permitted  except  when  required  in  the  transaction 
of  business. 

(11)  Visitors  will  not  be  allowed  in  the  rooms  in  which  the  clerks  are  employed, 
except  by  permission  of  the  proper  officials. 


16 

(12)  The  official  records  and  business  of  the  Department  are  strictly  confidential, 
and  are  not  to  be  disclosed  or  made  the  subject  of  conversation  out  of' the  office,  nor 
in  the  office,  except  so  far  as  necessary  to  the  proper  discharge  of  the  public  business. 

(13)  The  clerks  are  expected  to  study  the  work  upon  which  they  are  engaged,  and 
in  each  branch  or  division  one  clerk  must  be  so  instructed  as  to  be  able  to  take  charge 
during  the  absence  of  his  chief. 

LEAVES  OP  ABSENCE. 

(14)  The  act  of  Congress  approved  March  3, 1883,  provides:  *  *  *  "All  absence 
from  the  Department  on  the  part  of  said  clerks  or  other  employes,  in  excess  of  such 
leave  of  absence  as  may  be  granted  by  the  heads  thereof,  which  shall  not  exceed 
thirty  days  in  any  one  year,  except  in  case  of  sickness,  shall  be  without  pay." 

(15)  Leaves  of  absence  will  be  calculated  by  calendar  years. 

(16)  Only  the  head  of  the  Department  can  grant  leave  of  absence,  but  chiefs  of 
bureaus  and  the  chief  clerk  of  the  Department  may  grant  leave  by  his  authority. 
All  applications  for  leave  of  absence  exceeding  sixty  days  must  be  submitted  to  the 
Secretary  of  War. 

(17)  Leaves  of  absence  will  not  be  granted,  except  in  special  cases,  between  the 
15th  day  of  November  and  1st  day  of  May. 

(18)  Leaves  of  absence  will  be  recommended  in  such  order  as  shall  interfere  as 
little  as  possible  with  the  public  business;  and  chiefs  of  bureaus  will  not  i)ermit  over 
25  per  cent,  of  their  force  to  be  absent  at  one  time,  unless  in  their  judgment  a  larger 
percentage  can  be  absent  without  detriment  to  the  service. 

(19)  The  entire  service  during  the  year  of  those  transferred  from  another  bureau  or 
Department  will  be  considered  in  granting  leaves  of  absence. 

(20)  Employes  who  have  been  in  the  service  of  the  Goveinmeut  less  than  one  year 
may  be  granted  leave  of  absence  at  the  rate  of  two  and  one-half  days  for  each  mouth 
of  service. 

(21;  The  days  when  the  Department  is  closed  to  business  will  not  be  charged  when 
the  same  are  included  withiu  the  period  of  any  leave  of  absence,  other  than  a  leave 
without  pay. 

(22)  Leaves  of  absence  for  more  than  one  day  will  be  granted  for  consecutive  days 
only,  and  not  exceeding  thirty  consecutive  days,  except  in  special  cases. 

(23)  Pay  will  be  allowed  for  absence  caused*  by  sickness,  if  it  does  not  exceed  thirty 
days  in  any  calendar  year,  provided  such  absence  is  explained  to  the  satisfaction  of 
the  chief  of  the  bureau  or  head  of  the  Department. 

(24)  Pay  will  be  stopped  for  absence  in  excess  of  the  time  allowed  by  these  regu- 
lations ;  but  application  may  be  made  for  the  amount  stoi\ped,  accompanied  by  a 
proper  medical  certificate.  The  application  must  be  forwarded  through  the  proper 
channels,  and  chiefs  of  bureaus  are  requested  to  express  their  views  thereon  for  the 
information  of  the  Secretary  of  War. 

(25)  Chiefs  of  bureaus  are  authorized  to  make  such  rules,  not  inconsistent  with  the 
foregoing,  as  may  be  necessary  for  the  government  of  the  employes  on  duty  in  their 
respective  offices. 


War  Department,  June  4,  1888. 


William  C.  Endicott, 

Secretary  of  War. 


Appendix  No.  3. 

CERTIFICATES  OF  DEPOSIT. 

War  Department,  Board  on  Business  Methods, 

June  7,  1888. 
Hon.  William  C.  Endicott, 

Secretary  of  War  : 
Sir:  The  subjectof  routine  in  regard  to  certificates  of  deposit  having  been  brought 
to  the  attention  of  the  board,  the  following  report  is  submitted. 

certificates  of  deposit. 

Certificates  of  deposit  arise  under  section  3621  of  the  Revised  Statutes  (embodied 
in  paragraph  1598of  the  Army  Regulations  of  1881),  which  directs  that  '*  every  person 
who  shall  have  moneys  of  the  United  Stafes  in  his  hands  or  possession  shall  pay  the 
same  to  the  Treasurer,  an  assistant  treasurer,  or  some  public  depositary  of  the  United 


17 

States,  and  take  his  receipt  for  the  same,  in  duplicate,  and  forward  one  of  them  forth- 
with to  the  Secretary  of  the  Treasiuy." 

Such  certificates  are  issued  to  officers  of  the  Army  in  duplicate.  The  original  is 
sent  by  the  depositor  to  the  Secretary  of  the  Treasury,  and  by  him  to  the  Secretary 
of  War  for  designation  of  the  appropriation  to  which  the  money  pertains.  The  du- 
plicate is  retained  by  the  depositor.     They  embrace  two  classes  of  public  funds : 

(I)  Moneys  deposited  to  the  credit  of  the  United  States  or  of  the  Treasurer  of  the 
United  States,  which  can  not  be  again  withdrawn  from  the  Treasury  without  a  sub- 
sequent appropriation  by  Congress. 

(2^  Moneys  deposited  to  the  credit  of  the  United  States  or  of  the  Treasurer  of  the 
United  States,  which  may  be  drawn  out  again  upon  the  requisition  of  the  Secretary 
of  War  without  a  subsequent  appropriation. 

A  synopsis  of  the  several  laws  governing  the  disposition  of  the  proceeds  of  Govern- 
ment property  is  appended  to  this  report.     (Exhibit  A.) 

Receipts  issued  by  a  depositary  to  a  disbursing  officer  for  funds  deposited  to  his 
credit  in  his  official  capacity,  and  subject  only  to  his  check  in  that  capacity,  should 
not  be  confounded  with  certificates  of  deposit  referred  to  in  this  report.  They  are 
more  properly  designated  as  "disbursing  officers'  receipts"  (par.  1603,  A.  R.,  1881). 
They  are  not  issued  in  duplicate,  and  are  retained  by  the  disbursing  officer. 

The  following  statement  shows  the  various  steps  taken  in  consecutive  order  from 
the  beginning  of  action  upon  a  certificate  of  deposit  pertaining  to  the  Quartermaster's 
Department  to  the  final  disposition  thereof: 

Capt.  A.  H.  Young,  an  assistant  quartermaster,  U.  S.  Army,  on  duty  at  Columbus 
Barracks,  Ohio,  in  March,  1888,  made  a  sale  of  fuel  and  cloth  to  officers  of  the 
Army  at  that  station.  Fuel  is  furnished  to  the  Army  out  of  the  appropriation 
"  Regular  supplies.  Quartermaster's  Department,"  and  cloth  from  the  appropriation 
''Clothing,  camp,  and  garrison  equipage,"  and  the  proceeds  of  sales  to  officers  are  by 
sections  3618  and  3692  of  the  Revised  Statutes,  permitted  to  revert  to  the  appropria- 
tion out  of  which  they  were  originally  purchased. 

The  proceeds  of  sales  to  officers  are  usually  collected  monthly  by  the  officer  making 
the  sale,  and  accordingly.  Captain  Young  collected  $36.68,  and  sent  it  to  the  National 
Exchange  Bank,  Columbus,  Ohio,  a  United  States  depository  designated  by  the  Sec- 
retary ot  the  Treasury,  under  the  authority  of  section  5155  of  the  Revised  Statutes. 
Paragraph  1599  of  the  Army  Regulations  prescribes  that :  ' '  The  face  of  each  certificate 
will  be  made  to  show,  in  writing,  to  what  appropriation  the  deposit  belongs,  pro- 
vided the  depositor  possesses  such  information  as  may  be  necessary  to  enable  the  de- 
positary to  state  the  same  in  preparing  the  certificate  for  issue."  Captain  Young 
therefore  sent  with  the  money  information  that  the  same  belongs,  $34.64,  to  ''Regu- 
lar supplies,"  and  $2.04  to  "Clothing  and  equipage."  The  certificate  is  prepared  in 
duplicate,  and  reads  as  follows : 

Face  of  cet'tijicate. 


[Form  1.    National  Banks.] 

No.  99.       The  National  Exchange  Bank  of  Columbus,  Columbus,  Ohio,  March  31, 1888. 

Icertify  that  Captain  A.  H.  Young,  Q.M.,  U.S.  A, 

has  this  day  deposited  to  the  credit  of  the  Treasurer"of  the' United 'staVes  thirty ^^^^^    i%% 
dollars  on  account  of  " 

Regular  supplies $34.64 

Clothingand  equipage 2.04 

for  -which  I  have  signed  triplicate  receipts. 

C.  J.  Hardy, 

Cashier. 
$36.68.  Sales  to  ofScers  and  hosp. 


Captain  Young  is  required  by  paragraph  1600  of  the  Army  Regulations  to  take  note 
of  "the  place,  date,  and  amount  of  deposit,  and  the  number  of  the  certificate,  to- 
gether with  the  appropriation,  if  specified,  *  *  *  on  the  account-current^r  other 
proper  return  upon  which  the  depositor  desires  to  be  credited  with  the  money." 

He  then  mailed  the  original  certificate  direct  to  the  Secretary  of  the  Treasury,  and 
retained  the  duplicate  certificate,  as  authorized  by  section  3  of  paragraph  1602,  Army 
Regulations.     When  received  at  the  office  of  the  Secretary  of  the  Treasury  it  was 
stamped  on  the  back:  Division  Public  Moneys,  April  3,  1888.     Received. 
17958 2 


18 

When  recorded  in  that  division  the  certificate  was  placed  in  a  wrapper,  the  first  fold 
of  which  reads  as  follows : 

I  Form  No.  12,  first  indorsement.] 


Office  of  the  Secretary  of  the  Treasury, 

Division  of  Public  Moneys, 


18«-. 


Capt.  A.  H.  Young,  inclosing  certificates  of  deposit  No.  99,  issued  Mch.  31,  1888,  in 
hia  favor  by  the  N.  Exchange  B'k,  Columbus,  O.,  for ,  .^:i6.68. 

Treasury  DepartmenTj  Secretary's  Office, 

April  :l,  1888. 
E.  B.  D.     Respectfully  referred  to  the  Hon.  Secretary  of  War  for  designation  of  the 
proper  appropriation  to  the  credit  of  which  the  amount  ot  the  within  certificate  should 
be  covered  into  the  Treasury. 
By  order  of  the  Secretary : 

E.    B.    YOUMANS, 

Chief  Clerk. 

The  certificate  and  wrapper  were  inclosed  in  an  envelope  addressed  to  the  Secre- 
tary of  War  and  sent  by  mail  through  the  city  post-office  to  the  War  Department, 
where  they  were  received  at  the  record  division,  office  Secretary  of  War  (room  No.  65, 
War  Department,  west  wing),  at  9  a.  m.,  April  b,  1888.  The  envelope  was  opened  by 
the  chief  of  the  record  division,  who,  finding  that  it  was  a  certificate  of  deposit 
(which  is  not  entered  in  the  record  division),  placed  it  in  the  box  of  the  requisition 
division,  from  which  papers  are  taken  at  intervals  during  the  day  by  messenger  to 
the  requisition  division,  and  who  placed  it  in  the  basket  on  the  desk  of  the  chief  of 
the  division,  room  No.  60,  War  Department,  west  wing.  The  chief,  or  assistant, 
seeing  the  character  of  the  case,  immediately  passed  it  to  the  docket  clerk,  room  59, 
who  stamped  it : 

'*  War  Department.  Division  of  Requisitions  &  Accounts.  Apr.  5,  '88.  6331." 
After  stamping  all  such  cases  on  hand,  as  above,  he  then  stamped  the  docket  num- 
ber within  the  circle  of  the  above  stamp  "6331,"  giving  wrappers  and  certificates 
the  same  docket  number,  and  when  all  were  stamped  made  the  following  entry  on 
the  "docket  book,"  which  is  the  "letters  received  '  of  the  requisition  division,  and 
contains  a  brief  entry  of  all  cases  received  in  said  division : 

Page  114  of  docket  hook,  requisition  division,  for  1888. 


Number. 

Name. 

Subject  settle- 
ment certifi- 

Inter- 
locu- 
tory. 

Sent— 

Received. 

cates,  &c. 

To 
whom. 

Date. 

Number  of  req- 
uisitions. 

No. 

Amount 

1888. 
Apr.6... 

* 

6329    to 

6353. 

♦ 

* 
Certificates  of  deposit. 
See   Record,     &o., 
Cert.  Dep.  Book. 

* 

* 

* 

■k 

R 

1888. 
5 

* 

* 

* 

* 

♦ 

♦ 

This  form  shows  also  the  printed  headings  of  the  columns. 

The  docket  clerk  then  passed  the  cases  6329  to  6353  to  the  clerk  in  the  same  room  in 
charge  of»  certificates  of  deposit,  who  entered  the  certificate  on  the  "record  of  certifi- 
cates of  deposit,"  giving  docket  number,  date  of  receipt,  number  of  certificate,  where 
deposited,  amount,  and  date  of  reference  to  the  bureau  to  which  it  pertains. 


19 

Becord  of  certificates  of  deposit. 

[Page  104.  J 


i 

o 
o 

1 

■a 

References. 

1 

jl 

i 

AOj.  Gen. 

Q.M.Gen. 

Paym'at'r 
Gen. 

Com.  Gen. 
of  Snb. 

Chief  of 
Ord. 

1 

1 

a 

PC 

M 

D 

1 
J/ 

M 

3 
I 

M 

; 

D 
A 

a 

M 

H 

4 

D 

Y 

12 

1 

^       ^       -^       -^ 
g        §        g       1 

M          «          02          P 

M  DM  DM  DM 
capt.  and  A.  Q.  M. 

1 It 

D 

c 
eg 

M 

D 

1 
M 

D 

M 

D 

J 

M 

• 
D 

si 

1888 
6331 

4 

5 

99 

Colnm- 
bns.O. 

36. 68 

QUI 

4 

■i 

X.  ''■ 

Thia  form  shows  also  the  printed  headings  of  the  columns. 

He  wrote  on  the  certificate  and  wrapper  **  104  "  (the  page  which  shows  the  entry), 
and  charged  the  certificate  on  the  wrapper  in  red  ink  to  the  "Q.  M.  G."  He  then 
placed  it  in  an  envelope  addressed  to  the  Quartermaster-General,  where  it  remained 
until  the  work  of  the  day  was  completed,  when  the  envelope  was  sealed  and  placed 
in  the  delivery  box  on  the  desk  of  the  docket  clerk.  The  envelope  was  then  carried 
by  the  division  messenger  to  the  room  of  the  chief  clerk,  Quartermaster-General's 
Office,  No.  Ill,  third  floor,  War  Department,  west  wing,  who  sent  it  to  the  clerk  in 
charge  of  the  accounts  branch,  fifth  floor,  center  wing,  No.  69,  by  whom  it  was  handed 
to  the  clerk  in  charge  of  the  records  of  certificates  of  deposit,  who  stamped  on  the 
certificate  and  wrapper  the  office  stamp,  showing  date  of  receipt : 


B. 

Qr.  Mr.  General's  Office. 
Received  Apr.  12. 

1888. 

119 

Note. — These  certificates  were  until  recently  first  entered  on  the  book  of  '*  Letters 
received  "  like  other  communications. 

He  then  examined  the  certificate  to  see  whether  it  contained  the  information  neces- 
sary to  enable  him  to  designate  the  appropriation.  When  a  certificate  does  not  con- 
tain this  information  (a  rare  occurrence),  he  examines  the  money  accounts  and  prop- 
erty returns 'filed  in  the  office. 

lu  the  case  under  consideration  the  certificate  bore  on  its  face  all  the  necessary  data, 
and  he  indorsed  upon  the  back  of  it  the  following  entry : 


1888.     [Sales  to  officers]. 
And  on  the  second  fold  of  the  wrapper: 


36.68 


[2d  indorsement.]  C.G.  S. 

"War  Department, 
Quartermaster-General's  Office, 

April  24,  1888. 
Respectfully  returned  to  the  Hon.  Secretary  of  War  with  the  appropriation  designated  as  follows, 
viz: 

Regular  supplies $34.64 

Clothing  and  equipage 2.04 

36768 


1888.    [Sales  to  officers.] 
B.  p.  978. 


S.  B.  HOLABIRD, 

<ir.Mr.  General,  U.  S.A. 


The  indorsement  on  the  wrapper  containing  the  certificate  was  then  initialed  by 
the  principal  clerk  of  the  branch  and  also  by  the  officer  in  charge  of  the  branch,  and 
signed  by  the  Quartermaster-General.  This  indorsement  was  then  type-written  on  a 
loose  sheet  of  "letters  sent,"  and  the  certificate  and  wrapper  returned  to  the  clerk 
who  prepared  the  indorsement,  who  then  entered  the  certificate  upon  one  of  the  records 


20 


of  certificates  of  deposit,  of  which  there  are  two  kept  im  this  branch ;  one  being  for 
certificates  on  account  of  sales  to  officers  and  sales  at  auction,  and  the  other  on  ac- 
count of  refundments,  unexpended  balances,  and  repayments  to  appropriation. 

The  certificate  in  question  was  entered  on  the  former  book,  the  entry  being  as  fol- 
lows: 

Record  of  sales  of  ptiblic  jproperti/  to  officers  and  at  public  auction. 


Distribution    o  f 

proceeds  recom- 

. 

mended. 

m 

P 

*. 

Character 

and  date  of 

sale. 

By  whom 
sold. 

Q 

Where  de- 
posited and 
date  of  de- 
posit. 

P 

1 

3 

1 

i 

9 

1 

cS 

1 

1 

fe 

i 

d 

1 

1 

1 

ft 
2 

1 

13 

a 
1 

1 

s 
99 

o 

g 
1 

i 
1 

s 

1 
^ 

0 

1 

•i 

bC 

3 

1 

3 

1 

1 

0 

be 

.9 

1 

1 

119 

To  officers, 

Young,  A.  H. 

National 

$36.68 

1888 

April  12 

April  24 

34.64 

2.04 

1st  quarter, 

Exchange 

1»88. 

Bank,  Co- 
lombas,  0., 
March    31, 
1888. 

This  form  shows  also  the  printed  headings  of  the  columns. 

The  office  stamp  on  the  wrapper  and  on  the  certificate  was  then  completed  by  writ- 
ing on  i  t  the  number  (119)  of  the  entry  on  the  book  of  certificates  of  deposit.  He  then 
returned  it  direct  to  the  division  of  requisitions  and  accounts  by  messenger,  and  it 
was  passed  to  the  clerk  in  charge  of  certificates  of  deposit,  who  noted  the  date  of  its 
return  on  page  104  of  the  ^'record  of  certificates  of  deposit,"  first  observing  that  the 
appropriations  were  decignated  on  the  back  of  the  certificate,  and  then  recorded  in  a 
book  the  following  entry : 

(  Moneys  repaid  or  covered  into  the  U.  S.  Treasury. 


J 

i 

1 

B 

s 

is 
il 

1 

1 

1 

I 

H 

Certificates. 

Cover 
in  list. 

i 

1 

D«e. 

i 

AmouHt  to  be  covered  in  and 
to  be  credited — 

1 

1 

.9 
? 

6 

To  depositing 
officer  and 
appropria- 

.  tion  as  sta- 
ted. 

As  "Miscellane- 
ous receipts  on 
account  of  pro- 
ceeds of  Gov- 
ernment prop- 
erty." (see  act 
May  a,  72). 

a 

S3 

1 

6331 

Toa^, 

1888. 
Apl.28 

Colum- 
bus, 0. 

Begular 
supplies. 
C.andE. 

1888 

Mch.31 

99 

34.64 
2.04 

1 

He  then  partially  filled  out  the  printed  form  (third  indorsemeut)  on  the  wrapper, 
placed  the  same  in  a  basket  on  the  desk  of  the  chief  of  division,  who  itiitialed  the 
same  and  submitted  it  for  the  signature  of  the  chief  clerk.  After  signature  the  case 
was  returned  to  the  certificate  of  deposit  clerk,  who  filled  in  the  date  of  signature  and 
charged  the  same  to  the  Secretary  of  the  Treasury  on  page  104  of  "  Record  of  certifi- 
cates of  deposit"  in  the  last  column  thereof,  "  Ap^il  28, 1888,"  placed  the  same  in  an 
envelope  directed  to  the  "  Honora  )lo  Secretary  of  the  Treasury,  division  of  public 
moneys,"  to  which  division  it  was  carried  by  messenger. 


21 


The  followiog  is  the  other  form  of  the  record  of  certificates  of  deposit  kept  in  the 
counts  branch  of  the  Quartermaster-Generars  office,  referred  to  on  page  9  of  this 


accounts 
report : 

liecord  of  certificates  of  deposit,  on  account  of  repayments,  etc. 

General's  office. 


received  at  Quartermaster- 


41 

s 

o 
<o 

S 

s 

+3 

1 

TS 
-*- 

o 

1 
i 

<D 

s 

i 

"S 
o 

i 

1 

1 

1 

.a 

i 

M 

o   <o 

1 

<D 
[25 

1 

1 

+5 
g 

s 

Designation  of  appropriations. 

1 

a 
188. 

a 

1 

i 

J 

'B 

b 
a 
p: 

.2 

1 

4 

3 

i 

a 

i 
d 

1 

03 

o 

p 

4 
) 

i 

a 

1 

i 
00 

a 
O 

1 

s 
1 

3 

i 
1 

■a 

s 

1 

« 

c 

§ 

2 

1 
i 

o 

.J 

0 

< 

i 

b 

P 

c 

a 

5 

e 
O 

a 

1 

c 

i 

.2 

7 

00 

1 

1 

ill 

Certificates  of  deposit  pertaining  to  other  Bureaus  of  the  Department  go  through  the 
same  routine  and  are  entered  in  the  same  books  in  the  office  of  the  Secretary  before 
going  to  the  Bureau  and  after  their  return  from  the  same,  as  do  those  pertaining  to 
the  Quartermaster's  Department. 

The  action  on  such  certificates  in  these  Bureaus  is  briefly  described  below. 

In  the  office  of  the  Commissary-General  of  Subsistence  certificates  of  deposit  are 
entered  in  a  book  containing  the  following  headings : 

Register  of  certificates  of  deposit  of  subsistence  funds  received  at  the  office  of  the  Commissary- 
General  of  Subsistence,  Washington,  D.  C. 


1 

o 

•S3 

"Sl 

11 
11 

1 
1 

a 

1 

6 

11 

1 

•■s 

p  propriation 
noted  at  office  of 
Commissary-Gen- 
eral of    Subsist- 
ence. 

ii 

it 

•f.lS 
|5^ 

1=1 

i 

Iz; 

fi 

< 

« 

o 

< 

M 

P 

But  few  certificates  reach  this  Bureau,  as  under  the  provisions  of  the  act  of  March 
3,  1875(18  Stat.,  p.  410),  the  proceeds  of  all  sales  of  subsistence  supplies  are  exempt 
from  being  covered  into  the  Treasury,  and  are  immediately  available  for  the  pur- 
chase of  fresh  supplies. 


22 


In  the  office  of  the  Paymaster-General  two  classes  of  certificates  of  deposit  are  re- 
ceived ;  some  are  in  response  to  the  stoppage  circular  issued  by  the  Paymaster-Gen- 
eral, but  the  majority  are  for  paymasters'  collections. 

The  certificates  of  deposit  arising  under  the  stoppage  circular  are  entered  ou  the 
book  of  "  Letters  received,"  and  returned  to  the  Secretary  of  War  with  indorsement 
suggesting  that  they  be  sent  to  the  Bureau  or  office  making  the  request  for  the  stop- 
page for  designation  of  the  appropriation.  This  class  of  certificates  should  be  sent 
direct  to  the  Bureau  requesting  the  stoppage. 

The  other  class  of  certificates  (paymasters'  collections)  come  directly  to  the  finance 
division,  where  they  are  stamped  with  date  of  receipt,  and  compared  with  the  pay- 
master's ledger  to  see  whether  they  agree  with  the  amounts  reported  on  the  abstract 
of  collections.  The  only  entry  made  of  the  certificate  is  in  the  book  of  "  Paymasters' 
collections,"  on  which  are  entered  number  of  the  certificate,  place  of  deposit,  date  of 
receipt,  and  date  when  returned  to  the  War  Department. 

The  certificates  are  held  until  accounts. for  the  month  are  in.  Paymasters  make 
their  deposits  at  the  end  of  the  month  ;  it  is  about  a  month  after  the  certificate  is 
issued  before  it  reaches  the  office,  and  another  month  before  the  deposit  requisition 
is  issued. 

The  appropriations  to  which  the  deposits  pertain  are  designated  in  the  office  in  all 
cases.  Paymasters  do  not  designate  the  appropriation  on  the  certificates.  As  a  rule 
the  pay-rolls  forwarded  by  the  paymaster  contain  the  information  necessary  to  deter- 
mine the  appropriation.  When  they  do  not  the  information  is  obtained  by  inquiry 
from  the  Bureaus  to  which  the  collection  pertains. 

Upon  the  completion  of  the  certificate  by  the  designation  of  the  appropriation  the 
wrapper  is  stamped 'Returned,"  appropriation  designated  on  certificate  of  deposit, 
Paymaster-General's  office,  and  the  papers  returned  to  the  Secretary's  office. 

In  the  office  of  the  Surgeon-General  the  certificates  of  deposit  come  direct  to  the 
property  division  for  designation  of  the  appropriation. 

Certificates  of  deposit  of  proceeds  of  sales  of  condemned  property,  etc.  (miscel- 
laneous receipts),  are  recorded  in  a  separate  book  showing  date,  name  of  officer,  where 
sold,  character  of  the  property,  and  disposition  of  the  certificates,  all  on  one  line. 

This  book  is  referred  to  in  the  settlement  of  property  accounts. 

The  certificates  are  returned  with  the  following  indorsement,  which  is  stamped  on 
the  wrapper  in  each  case : 

War  Department,  Surgeon-General's  Office, 

Property  Division, 

WasUngtm,  D.  C, 188-. 

Eespectfully  returned  to  the  honorable,  the  Secretary  of  War. 
The  amount  of  the  within  certificate  of  deposit  should  be  covered  into  the  Treas- 
ury to  the  credit  of  the  appropriation  for  the  "Medical  and  Hospital  Department 
and  prior  years,"  as  miscellaneous  receipts. 

Surgeon- General,  U.  S.  Army. 

These  indorsements  are  signed  by  the  Surgeon-General. 

The  medical  officers  rarely  indicate  the  appropriation  on  the  certificate. 

But  few  certificates  of  deposit  of  funds  not  pertaining  to  "miscellaneous  receipts" 
are  received;  they  are  recorded  in  "letters  received,"  and  treated  as  ordinary  com- 
munications. 

In  the  office  of  the  Chief  of  Ordnance  certificates  of  deposit  are  entered  in  a  register 
of  the  following  form : 


Date  of  deposit. 

Name  of 
depos- 
itor. 

Place  of 
deposit. 

Amount. 

is 

m5 

©"E 

1 

II 

Covered  into 
surplus  fund. 

Remarks. 

Req. 
No. 

Date. 

23 

The  appropriation  is  designated  by  tlie  Bureau. 

In  the  office  of  the  Chief  of  Engineers  but  few  certificates  of  deposit  are  received. 
They  are  first  entered  on  *'  Letters  received,"  and  then  in  a  separate  book  of  certifi- 
cates of  deposit,  which  shows  the  file  number,  name  of  officer,  appropriation,  whether 
repayment  or  proceeds  of  sales,  date  of  return  to  War  Department,  ledger  folio,  and 
amount. 

The  amount  of  the  certificate  is  also  entered  on  the  appropriation  ledger. 

The  designation  of  the  appropriation  is  entered  on  the  back  of  the  certificate,  and  is 
also  embodied  in  an  indorsement  on  the  wrapper,  which  is  signed  by  the  Chief  of  Eh- 
giueers,  part  of  the  indorsement  being  stamped,  as  follows: 


indorsement.! 


Office  of  Chief  of  Engineers,  U.  S.  Army, 


188-. 


"  Respectfully  returned  to  the  Secretary  of  War. 

♦'  This  deposit  is and  pertains  to  appropriation  for . 

About  ten  certificates  are  received  during  the  month. 

In  the  Signal  Office  certificates  of  deposit  are  received  in  the  examiner's  division, 
are  stamped  with  date  of  receipt,  viz  : 


Examiner's 
0.  C.  S.  0. 
Division. 

Received 

Entered  on  book  of 
of  the  following  form  : 


letters  received,"  and  also  on  record  of  certificates  of  deposits 


Number. 

Amount. 

Deposi- 
tory. 

City 

Desig. 
nation. 

Received 
O.C.S.O. 

Date  of 

certiti- 

cate. 

Received 
from  War 
Depart- 
ment. 

Returned 
to  War  De- 
partment. 

• 

■* 

The  designation  of  the  apflbopriation  is  indorsed  on  the  back  of  the  certificate, 
and  the  following  indorsement  stamped  On  the  wrapper  : 


indorsement.  | 

Signal  Office,  War  Department, 


188-. 


Respectfully  returned  to  the  honorable  the  Secretary  of  War,  with  the  informa- 
tion that  the  appropriation  to  the  credit  of  which  the  amount  of  the  within  certifi- 
cate should  be  covered  into  the  Treasury  is  indorsed  thereon. 

Chief  Signal  Officer. 

The  indorsement  is  initialed  by  the  clerk  who  keeps  the  record  of  certificates  of 
deposit,  and  by  the  officer  in  charge  of  the  division,  and  signed  by  the  Chief  Signal 
Officer.     A  press  copy  of  the  indorsement  is  kept. 

The  accounts  current  of  officers  making  the  deposits  are  checked  with  the  record 
of  certificates,  so  that  the  certificates  need  be  retained  in  the  office  only  a  day  or 
two. 

It  appears  from  the  foregoing  that  there  is  duplication  of  work  and  delay  in  the 
disposition  of  this  class  of  business,  and  in  order  to  expedite  and  simplify  the  meth- 
ods of  business  in  connection  with  certificates  of  deposit  the  board  recommends  as 
fol  lows : 

Let  the  certificate,  after  receipt  and  notation  in  the  Treasury  Department,  be  im- 
mediately forwarded  to  the  Secretary  of  War,  without  a  wrapper,  formal  indorse- 


24 

ment  or  signature  of  the  chief  clerk,  a  simple  stamp  on  the  hack  of  the  certificate 
showing  date  of  receipt  at  the  Treasury,  or  fact  and  date  of  reference  to  the  War  De- 
partment, without  signature,  being  considered  sufficient. 

Immediately  upon  its  receipt  in  the  office  of  the  Secretary  of  War  let  it  be  sent  to 
the  proper  Bureau  without  entry  in  any  of  the  three  books  in  which  they  are  now 
entered  in  the  Secretary's  office  (division  of  requisitions  and  accounts),  viz:  ''docket 
book,"  "record  of  certificates  of  deposit,"  and  "record  of  moneys  repaid  or  covered 
into  the  Treasury." 

Upon  its  receipt  in  the  Bureau  let  it  be  immediately  stamped  with  date  of  receipt, 
entered  on  record  of  certificates  of  deposit,  and  if  the  appropriation  is  already  cor- 
rectly stated  on  the  face  of  the  certificate  as  required  by  paragraph  1599,  A..R.,  18;:il, 
the  indorsement  of  the  words  "appropriation  designated  on  face"  would  complete 
the  certificate;  if  the  appropriation  is  not  clearly  stated  on  the  face,  then  let  it  be 
correctly  entered  on  the  back,  in  accordance  with  information  on  file  in  or  obtainable 
by  the  Bureau,  with  the  remark  "appropriation  designated."  The  words  "appropri- 
ation designated "  and  the  name  of  Bureau  can  be  affixed  by  stamp  in  either 

case,  no  signature  being  required. 

The  certificate  should  then  be  forwarded  direct  from  the  Bureau  to  the  proper  auditor, 
or  if  it  pertains  to  "  miscellaneous  receipts,"  to  the  Secretary  of  the  Treasury,  in  order 
that  it  may  be  "  listed." 

It  is  believed  that  the  majority  of  these  certificates  need  not  remain  in  the  War 
Department  longer  than  two  days  ;  whereas  under  the  present  methods  they  remain 
in*  the  Department  a  month  or  more. 

The  entries  in  the  ''record  of  certificates  of  deposit "  kept.in  the  Bureau  will  answer 
for  i)urposes  of  comparison  with  the  officers'  accounts  that  may  reach  the  Bureau 
later  than  the  certificates. 

Certificates  of  dei^osit  should  not  be  held  in  a  Bureau  longer  than  two  working 
days,  unless  the  appropriation  can  not  be  designated  without  examination  of  returns 
not  yet  in  or  correspondence  with  the  depositor  or  other  officer. 

The  recording  of  certificates  of  deposit  on  "letters  received"  or  on  "letters  sent" 
is  a  duplication  of  work  that  can  be  dispensed  with,  as  the  record-book  of  certificates 
of  deposit  would  appear  to  answer  all  practical  purposes. 

In  the  opinion  of  the  board  the  "record  of  certificates  of  deposit"  and  the  "record 
of  moneys  repaid  or  covered  into  the  Treasury,"  now  kept  in  the  division  of  requisi* 
tions  and  accounts.  Secretary's  office,  should  be  discontinued,  as  the  information 
contained  in  the  former  book  is  duplicated  in  the  books  kept  in  the  respective  Bu- 
reaus, and  the  material  information  contained  in  the  latter  is  duplicated  in  the 
"  register  of  credit  requisitions,"  kept  in  the  division  named. 

In  order  to  reduce'the  number  of  record-books  it  is  recommended  that  the»two  books 
of  certificates  of  deposit,  kept  in  the  office  of  the  Quartermaster-General,  be  consoli- 
dated into  one. 

The  forms  of  the  two  books  appear  on  pages  10  and  13  of  this  report. 

It  appears  from  the  books  of  the  requisition  division,  Secretary's  office,  that  during 
the  fiscal  year  lrf87  certificates  of  deposit  to  the  number  of  3,754  weie  received  and 
disposed  of,  which  required  about  7,000  full  signatures  and  as  many  initials  on  said 
papers.     (See  Exhibit  B.) 

While  it  is  probably  not  within  the  province  of  the  board  to  recommend  a  change 
of  the  form  of  the  certificate  of  deposit  adopted  by  the  Treasury  Department,  our  in- 
vestigation has  shown  the  necessity  of  printing  on  Government  forms,  whenever 
practicable,  specific  directions,  so  that  it  may  be  readily  understood  what  to  insert 
therein,  and  what  to  do  with  the  form  when  filled  out.  It  should  not  depend  alone 
ou'special  knowledge  or  experience,  nor  upon  a  search  of  law  and  regulations  ;  the 
form  should  speak  for  itself,  and  thus  save  time  and  labor. 

The  board  has  searched  the  law  and  regulations  upon  the  subject  and  finds  that  the 
regulations  conflict  with  each  other,  and  call  for  information  in  greater  detail  than  is 
actually  desired  or  furnished.  Accordingly,  we  have  prepared  a  form  which  it  is 
believed  will  meet  all  the  requirements  of  this  Department,  and  which  we  suggest  be 
transmitted  to  the  Secretary  of  the  Treasury  for  such  amendment  as  may  be  deemed 
necessary,  and  that  thereupon  it  be  substituted  for  the  form  now  in  use.  The  pro- 
posed form  is  as  follows : 


25 

Certificate  of  deposit. 


No 

Original. 

I  certify  tliat 

of  the  Treasurer  of  the  United  States- 
dollars,  on  account  of 


188- 


-this  day  deposited  to  the  credit 


[Back  of  certificate.] 


iry  De- 
:amped 
t  to  tho 
appro- 

miscel- 
ito  will 
of  the 
)iopria- 
proper 

s  to  be 

ved  at  tho  Treasi 
cortiticatowillbes 
of  receipt,  and  sen 
ment  to  designate 

ey  pertains  to    " 
)t8  "  tho  ccrtiflca 
:o  the  Secretary 
t  reverts  to  an  api 
sent  direct  to  the 

and  indorsement 
dor. 

I 

9 

recei 
t.tho 
date 
epart 

mon 
recei 
ned 

ill  be 

amps 
ereur 

fi  9^  2^  a  ^  T.  ^  ^  s^  ''^ ^"^ 

^^5  g-J- 2^2  5-2^1 

The  several  paragraphs  of  Army  Regulations  (1831)  relating  to  certificates  of  de- 
posit appear  as  Exhibit  C  to  this  report. 
Eespectfully  subniitted. 

John  Tweedale, 

L.    W.   TOLMAX, 

Jacob  Frech, 

Members  of  Board. 


Exhibit  A. 


PROCEEDS  OF  GOVERNMENT  PROPERTY. 

Section  3618,  Revised  Statutes,  directs  that  "  all  proceeds  of  sales  of  old  material, 
condemned  stores,  supplies,  or  other  public  property  of  any  kind,  except  *  *  * 
shall  be  covered  into  the  Treasury  as  miscellaneous  receipts,  on  account  of  *i)ro- 
ceeds  of  Government  property,'  and  shall  not  be  withdrawn  or  applied  except  in  con- 
sequence of  a  subsequent  appropriation  made  by  law." 

The  proceeds  of  sales  of  the  following-named  public  property  pertaining  to  the 
War  Department  are  exempt  from  the  provisions  of  the  foregoing  section  (3618,  Re- 
vised Statutes). 

(1)  The  Chief  Signal  Officer  may  cause  to  be  sold  any  suriilus  maps  or  publications 
of  the  Signal  Office,  the  money  received  therefor  to  be  applied  towards  defraying 
the  expenses  of  the  Signal  Service.     (Section  227,  Revised  Statutes.) 

(2)  All  moneys  received  from  the  sale  of  commissary  stores  to  officers  and  enlisted 
men  of  the  Army,  or  from  the  sale  of  materials,  stores,  or  supplies  sold  to  officers  and 


26 

soldiers  of  the  Army,  or  to  any  exploring  or  surveying  expedition  authorized  by 
law,  shall  respectively  revert  to  that  appropriation  out  of  which  they  were  origi- 
nally expended,  and  shall  he  applied  to  the  purposes  for  which  they  are  appropriated 
bylaw.     (Section  3692,  Revised  Statutes.)     • 

(3)  The  proceeds  of  all  sales  of  subsistence  supplies  shall  hereafter  be  exempt  from 
being  covered  into  the  Treasury  and  shall  be  immediately  available  for  the  purchase 
of  fresh  supplies.     (Act  of  March  3,  1875,  chap.  131,  18  Stat.,  p.  410.) 

(4)  In  the  case  of  sale  of  useless  ordnance  material  on  hand  in  the  War  Department 
the  pioceeds  of  which  shall  be  turned  into  the  Treasury  an  amount  equal  to  the  net 
proceeds  of  such  sale  is  hereby  appropriated  for  the  purxiose  of  procuring  a  supply  of 
material  adapted  in  manufacture  and  caliber  to  the  present  wants  of  the  war  service ; 
and  tnere  shall  be  expended  in  the  War  Department,  under  this  provision,  not  more 
than  $75,000  in  any  one  year.     (Act  of  March  3,  1875,  chap.  130,  18  Stat.,  388.) 

(5)  The  proceeds  of  sales  of  any  sunken  vessel  or  craft  and  cargo  and  all  property 
therein,  removed  by  the  Secretary  of  War,  shall  be  deposited  in  the  Treasury  of  the 
United  States  to  the  credit  of  a  fund  for  the  removal  of  such  obstructions  to  navi- 
gation, under  the  direction  of  the  Secretary  of  War,  and  to  be  paid  out  for  that  pur- 
pose on  his  requisition  therefox*.    (Act  of  June  14,  1880,  chap.  211,  21  Stat.,  197.) 

(6)  The  Secretary  of  War  is  authorized  to  sell  the  unserviceable  and  unsuitable  pow- 
der and  shot  on  hand,  and  purchase  similar  articles  with  the  proceeds  of  the  sales. 
(Act  of  March  3,  1881,  chap.  135,  21  Stat.,  468.) 

(7)  All  funds  arising  from  the  rent  of  hotel  on  Academy  grounds,  and  other  iuci- 
dontal  sources,  are  made  a  special  contingent  fund,  to  be  expended  under  the  super- 
vision of  the  Superintendent  of  the  Academy,  who  will  be  required  to  account  for  the 
same  annually,  accompanied  by  proper  vouchers,  to  the  Secretary  of  War.  (Mil.  Acad, 
appropriation  actof  May  1,  1888,  chap.  212,  25  Stat.,  112.) 


Exhibit  B. 

Statement  of  certificates  of  deposit  received  and  disposed  of  in  the  requisition  division, 
office  of  the  Secretary  of  War,  during  the  fiscal  year  ended  June  30,  1887. 


Office. 


Quartertnaster-General 

Pavmaster-General 

Chief  of  Ordnance 

Signal  Office 

Engineer's  Office 

Snrgeon-General 

Subsistence  Office 

Office  Secretary  of  "War 
Adjutant-General 

Total 


Number 

of 

certificates. 


2407 

516 

321 

170 

137 

93 

75 

20 

15 


3,754 


Pertaining  .to — 


Appropria- 
tions. 


$398, 
325, 
22. 


1*. 

210, 

15, 

7, 


192. 
668. 
872. 
732. 
687. 
978. 
462. 
171. 
054. 


1,  088, 820.  33 


Miscella- 
neous 
receipts. 


$262,131.40 

10.20 

42,903.77 

19,  271.  55 

22,  078. 68 

2, 106. 85 

64.27 

8,  387.  70 

16.10 


356, 970.  52 


Total. 


$600, 

325, 

05, 

50. 

85, 

17, 

210, 

23, 

7, 


323. 43 
678.  20 
776.  08 
004. 19 
766.  53 
085.44 
526.86 
559. 60 
070. 52 


1, 445,  790.  85 


Exhibit  C. 


PARAGRAPHS  OF  AKMY  REGULATIONS  (1881)  RELATING  TO  CERTIFICATES  OF  DEPOSIT. 

1598.  Every  person  who  shall  have  moneys  of  the  United  States  in  his  hands  or 
possession  shall  pay  the  same  to  the  Treasurer,  and  assistant  treasurer,  or  some 
public  depositary  of  the  United  States,  and  take'his  receipt  for  the  same,  in  dupli- 
cate, and  forward  one  of  them  forthwith  to  the  Secretary  of  the  Treasury.  (R.  S., 
sec.  3G21.) 

1599.  The  face  of  each  certificate  will  be  made  to  show,  in  writing,  to  what  appro- 
priation the  deposit  belongs,  provided  the  depositor  possesses  such  information  as 
may  be  necessary  to  enable  the  depositary  to  state  the  same  in  preparing  the  certifi- 
cate for  issue.     (G.  O.  65,  1871.)  , 

1600.  The  place,  date,  and  amount  of  deposit,  and  the  number  of  the  certificate,  to-^ 
gather  with  the  appropriation,  if  specified,  will  be  noted  on  the  account  current  or 
other  proper  return  upon  which  the  depositor  desires  to  be  credited  for  the  money. 
(G.  O.  65,  1871.) 

1601.  Whenever  repayments  are  made  into  the  Treasury  from  funds  belonging  to 
appropriations,  the  balances  of  which  have  been  carried  to  the  surplus  fund  under 
section  5  of  the  act  of  June  20,  1874,  and  prior  acts,  the  accounting  officers  of  the 


27 

Treasury  will  credit  them  to  the  appropriations  from  which  they  were  drawn,  under 
the  designation  of  the  year  for  which  balances  were  last  carried  to  the  surplus  fund, 
or  were  liable  to  be  so  carried,  adding  thereto  the  words  "  and  prior  years."  (Treas. 
Cir.   13-2,  1879.') 

1602.  As  the  certificates  of  deposit  constitute  an  important  check  upon  the  trans- 
actions of  the  different  Government  depositaries,  and  are  required  at  the  Treasury 
Department  at  the  earliest  possible  moment  for  verification  with  the  accounts  of  said 
depositaries,  the  following  regulations  concerning  their  future  disposition  are  pre- 
scribed, which,  as  they  are  based  upon  express  provisions  of  law,  wilj  be  expected  to 
be  strictly  complied  with  : 

(1)  The  originals  of  all  certificates  of  deposit  of  any  and  all  public  moneys  of  every 
character  and  description  except  as  stated  in  the  next  succeeding  paragraph,  should  be 
forwarded  to  the  Secretary  of  the  Treasury  immediately  upon  their  issue  by  the 
depositors  [not  the  depositaries],  who,  before  transmitting  them,  should  see  that  their 
amounts  correspond  with  the  amounts  actually  deposited  by  them.  No  letters  of  trans- 
mittal will  be  forwarded  with  these  certificates  unless  in  cases  where  an  explanation 
or  statement  of  facts,  which  could  not  otherwise  appear,  is  actually  necessary.  (G. 
O.  7,  1888.) 

{^2)  Those  issued  to  disbursing  officers  for  disbursing  funds  deposited  to  their  own 
ofiicial  credit,  subject  to  the  payment  of  their  checks,  and  more  properly  called  dis- 
bursing officers'  receipts,  should  be  retained  in  their  own  possession  ;  those  issued  for 
the  transfer  of  funds  from  one  Governmentdepository  to  another  should  be  forwarded 
to  thu  Treasurer  of  the  United  States. 

(3)  Certificates  of  deposit  issued  to  military  officers,  either  on  account  of  repay- 
ments, sales  of  public  property,  or  otherwise,  should  be  in  duplicate,  the  duplicate  to 
be  retained  by  the  depositors. 

(4)  In  no  case  are  certificates  of  deposit  required  to  be  filed  with  accounts  rendered 
by  Government  officers  to  the  accounting  ollicers  of  the  Treasury  Department,  nor 
does  such  a  disposition  of  any  certificates  of  deposit  secure  to  the  officers  transmitting 
them  proper  credits  in  their  accouiits.  Credits  are  only  given  officers  in  the  settle- 
ment of  their  accounts  upon  warrants,  which  warrants  are  issued  by  the  Secretary  of 
the  Treasury,  and  based  upon  the  original  certificates  of  deposit.  In  taking  credit 
in  their  accounts  current,  however,  for  deposits  made,  officers  should  state  specifically 
the  date  of  the  deposit,  and  the  designation  and  location  of  the  depository  in  which 
the  deposit  was  made,  as  well  as  the  source,  etc.  All  original  certificates  of  deposit 
in  favor  of  military  officers,  the  amounts  of  which  are  required  to  be  listed  and  re- 
corded in  the  offices  of  any  of  the  heads  of  the  Bureaus  of  the  War  Department,,  will 
immediately,  upon  their  receipt — a  record  having  first  been  made  of  them  for  verifi- 
cation with  the  proper  depositary  accounts— be  forwarded  to  the  head  of  the  respect- 
ive department  to  which  the  deposits  pertain  for  designation  of  the  proper  appropri- 
ations, etc.     (G.  O.  10,  1874.) 

1605.  All  officers  of  the  Army  who  shall  make  deposits  of  Army  funds  to  the  credit 
of  the  Treasurer  of  the  United  States  will  file  with  the  original  certificate  of  deposit, 
to  be  forwaided  to  the  Secretary  of  the  Treasury,  a  statement  showing  distinctly  from 
what  source  the  money  was  derived,  that  is  to  say: 

(1)  If  the  balance  of  funds  for  disbursement,  it  should  be  so  stated,  and  the  appro- 
priation and  fiscal  year  correctly  named. 

(2)  If  a  refundment  of  an  overpayment,  it  should  be  stated  when,  by  whom,  and 
definitely  upon  what  money  voucher  the  said  overpayment  was  made. 

(3)  If  from  stoppages  on  pay -roils  on  account  of  loss,  damage,  etc.,  of  property  by 
employes,  or  of  sales  to  them,  for  which  property  the  depositing:  officer  is  himself  re- 
sponsible, the  character  of  the  property  should  be  mentioned,  the  date  of  loss,  etc., 
given,  and  a  reference  made,  as  definite  as  practicable,  to  the  oncer's  property  Yoncher 
accounting  for  the  stores  involved. 

(4)  If  from  stoppages  on  account  of  loss,  damage,  sale,  etc.,  of  property  for  which 
some  other  than  the  depositing  officer  is  responsible,  the  name  of  tiio  responsible  offi- 
cer should  be  given,  together  with  a  list  of  the  persons  from  whom  dedsictions  wore 
made,  stating  the  character  of  the  property  and  the  amount  deducted  in  each  indi- 
vidual case. 

(5)  In  like  manner,  deposits  of  funds  received  from  other  collections,"  from  sales  of 
supplies  to  officers  and  soldiers  of  the  Aimv,  or  on  account  of  losses,  forfeitures,  etc., 
will  be  specifically  and  fully  explained.     (G.  O.  93,  1879.) 

1606.  A  disbursing  officer  of  one  st'iff  department  or  Bureau  making  stoppages  from 
pay-rolls  and  vouchers  on  account  of  the  funds  or  property  of  another  statf  depart- 
ment or  Bureau  will,  in  the  absence  of  special  instructions  to  the  contrary,  deposit 
the  funds  so  received,  and  not  leave  them  to  be  transferred  upon  settlement  of  his 
accounts  at  the  Tre.asury.    (G.  O.  93, 1879.) 

1607.  Nothing  in  the  foregoing  paragraphs  will  be  construed  to  afiect  the  system 
of  deposits  of  collections  by  paymasters  of  the  Army.     (G.  O.  93,  1879.) 

1608.  Every  officer  who  takes  out  a  certificate  of  deposit  for  funds  obtained  from 
any  sale  of  public  property  will  forward,  with  each  original  certificate,  a  detailed 


28 


statement  of  the  articles  sold  and  the  appropriation  from  which  they  were  originally 
purchased  in  the  following  form : 

[To  accompany  certificate  No. ,  dated .1 

Proceeds  of  Government  property. 


Class. 

Character. 

Purchase    appropria- 
tion. 

30  June. 

Amount. 

1. 

Total     miscella- 
Deous  receipts 

2.                                        3. 

4. 

5. 

$ 

• 

-,  Depositor. 


NOTES. 

1.  Old  material,  condemned  stores,  condemned  supplies,  etc. 

2.  Lumber,  subsistence  stores,  forage,  instruments,  etc. 

3.  If  unknown,  so  state  it. 

4.  Here  state  the  year.  ^ 

5.  Amount  received  for  item  mentioned  in  second  place. 
[Circ.  A.  G.  O.,  April  12,  1873.  J 

1624.  For  all  such  deposits  (proceeds  of  sales)  certiiacates  of  deposit  in  duplicate 
or  triplicate  should  be  issued  by  the  several  depositaries,  giviug  the  name  and  official 
title  of  the  depositor,  and  stating  that  they  are  on  account  of  "  proceeds  of  Govern- 
ment property."  The  bureau  or  office  to  which  the  property  appertains  should  also 
be  given  on  the  face  or  back  of  each  certificate,  and  an  explanation  of  the  kind  and 
amount  of  property  sold,  and  the  original  of  these  certificates  should  always  be  for- 
warded to  the  Secretary  of  the  Treasury  as  soon  as  they  shall  have  reached  the  deposi- 
tor.    (G.O.  81,  1872.) 

1626.  The  furnishing  of  stores  or  public  property  from  one  Bureau  or  Department 
of  the  Government  is  not  regarded  as  a  sale.  If  money  is  received  therefor,  it  can  be 
used  to  replace  such  stores,  and  will  bo  reported  for  cover-in  to  the  credit  of  the  ap- 
propriation from  which  the  stores  were  originally  purchased.     (G.  O.  20,  1874.) 

1681.  All  funds  received  from  sales,  refundments,  or  miscellaneous  sources,  except 
as  hereinafter  provided,  will  be  at  once  deposited  in  the  nearest  United  States  de])os- 
itory  to  the  credit  of  the  Treasurer  of  the  [Jnited  States  on  account  of  the  appropria- 
tion to  which  it  belongs,  if  any,  and  receipts  taken  therefor.  The  original  receipt 
will  be  forwarded  forthwith  to  the  Secretary  of  the  Treasury,  and  should  show,  if 
possible,  to  what  particular  appropriation  the  money  belongs,  and  for  what  year. 
For  funds  thus  deposited  officers  will  take  credit  on  their  accounts  current.  (G.  O. 
14,  1882.) 

The  action  taken  by  the  Secretary  of  War  and  the  Secretary  of  the  Treasury  upon 
the  recommendations  of  the  board,  relative  to  certificates  of  deposit,  appears  in  the 
following  letter  dated  June  14,  1888,  circular  of  June  21, 1888,  and  orders  of  June  18, 
and  July  11, 18d8. 

War  Department, 

Washington  City,  June  14,  1888. 

Sir:  With  reference  to  "certificates  of  deposit"  which  are  referred  by  you  to  this 
Department  "  for  designation  of  the  proper  appropriation  to  the  credit  of  which  the 
amount  of  the  within  certificate  should  bo  covered  into  the  Treasury,"  it  seems  pos- 
sible to  simplify  the  routine  pursued  with  advantage  to  the  speedy  transaction  of 
business,  and  without  detriment  to  the  public  service;  accordingly  I  have  the  honor 
to  invite  your  attention  to  the  following  extract  from  the  report  on  the  subject  of  the 
War  Department  board  ou  business  methods: 

"Let  the  certificate,  after  its  receipt  and  notation  in  the  Treasury  Department,  be 
immediately  forwarded  to  the  Secretary  of  War,  without  a  wrapper,  formal  indorse- 
ment, or  sigtiature  of  the  chief  clerk ;  a  simple  stamp  on  the  back  of  the  certificate, 
showing  date  of  receipt  at  the  Treasury,  or  fact  and  date  of  reference  to  the  War  De- 
partment, without  signature,  being  considered  sufficient." 

When  the  appropriation  is  designated  on  the  back  of  the  certificate  in  the  proper 
bureau  of  this 'Department,  it  should  ''be  forwarded  direct  from  the  bureau  to  the 
proper  Auditor  in  order  that  it  may  be  listed." 

Upon  investigation  the  board  finds  that  the  wrapper  which  is  placed  on  the  cer- 
tificate of  deposit  in  the  Treasury  Department  receives  in  this  Department  two  sig- 
natures and  two  sets  of  initials;'  is  noted  on  five  difterent  books,  and  the  wrapper 


29 

indorsement  on  one  additional  book,  and  that  from  three  to  six  weeks  elapse  before 
the  certificate  is  returned  to  the  Treasury  Department. 

Besides  the  signatures  in  this  Department,  three  signatures  are  placed  on  the 
wrapper  in  the  Treasury  Department  before  the  deposit  requisition  is  issued. 

If  the  proposed  change  meets  with  your  approval,  it  is  believed  that  a  considerable 
saving  of  time  and  labor  (iu  both  Departments)  can  be  effected  without  sacrifice 
of  accuracy,  as  it  is  intended  to  dispense  entirely  with  the  signatures  and  initials  and 
the  entering  on  five  record  books  in  this  Department,  and  in  lieu  thereof  to  note  the 
proper  appropriation  on  the  back  of  the  certificates,  unless  it  already  appears  on  the 
face  thereof,  and  to  at  once  forward  them  direct  to  the  proper  Auditor,  or,  if  "mis- 
cellaneous receipts,"  direct  to  the  ofiice  of  the  Secretary  of  the  Treasury  within  a  few 
working  days  after  their  receipt  in  this  Department. 

Your  attention  is  also  respectfully  invited  to  the  following  extract  from  the  report 
of  the  board  suggesting  a  change  in  the  form  of  the  certificate  of  deposit : 

"While  it  is  probably  not  within  the  province  of  the  board  to  recommend  a  change 
of  the  form  of  the  certificate  of  deposit  adopted  by  the  Treasury  Department,  our 
investigation  has  shown  the  necessity  of  printing  on  Government  forms,  whenever 
practicable,  specific  directions,  so  that  it  may  be  readily  understood  what  to  insert 
therein  and  what  to  do  with  the  form  when  filled  out.  It  should  not  depend  alone 
on  special  knowledge  or  experience,  nor  upon  a  search  of  law  and  regulations;  the 
form  should  speak  for  itself,  and  thus  save  time  and  labor. 

"The  board  has  searched  the  law  and  regulations  upon  the  subject  and  finds  that 
the  regulations  conflict  with  each  other,  and  call  for  information  in  greater  detail 
than  is  actually  desired  or  furnished.  Accordingly,  we  have  prepared  a  form  which 
it  is  believed  will  meet  all  the  requirements  of  this  Department,  and  which  we  sug- 
gest be  transmitted  to  the  Secretary  of  the  Treasury  for  such  amendment  as  may  be 
deemed  necessary,  and  that  thereupon  it  be  substituted  for  the  form  now  in  use. 
The  proposed  form  is  as  follows: 

Certificate  of  deposit. 


M^t^ 


ft  =0 
3  -ac  « 

■III 


2-3 


^^-1 


mi 


.-S-  c-3:42f.-§? 


c  o 


t:  i<>, 


nu 


r  fts 


^'^S-sB. 


i5  3 


No 

Original. 

I  certify  that 

of  the  Treasurer  of  the  United  States 
dollars  on  account  of 


188 


this  d»y  deposited  to  the  credit 


for  which  I  have  signed  duplicate  certificates  of  deposit. 

$ 


[Back.] 

Wlien  received  at  the  Treasury  De- 
partment tbe  certificate  will  be  stamped 
wi(h  date  of  receipt  and  sent  to  the 
proper  Department  to  designate  appro- 
ation. 

If  the  money  pertains  to  "miscella- 
neous receipts"  tbecertiftcato  will  be  re- 
turned to  the  Secretary  of  the  Treasury  ; 
if  it  reverts  to  an  appropriation  it  will 
bo  sent  direct  to  the  proper  auditor. 

All  stamps  and  indorsements  to  be 
placed  hereunder. 

Very  respectfully,  your  obedient  servant, 
The  Secretary  of  the  Treasury. 


William  C.  Endicott, 

Secretary  of  War. 


30 

[Circular.] 

War  Department,  June  21, 1888. 
The  following  letter  of  the  Secretary  of  the  Treasury,  coDcerning  the  action  on  cer- 
tificates of  deposit,  is  published  for  the  information  and  guidance  of  all  concerned : 

Treasury  Department,  Office  of  the  Secretary, 

Washington,  D.  C,  June  19,  1888. 

Sir:  I  have  the  honor  to  acknowledge  the  receijit  of  your  letter  of  the  14th  instant 
suggesting,  as  a  means  of  simplifying  the  routine  pursued  relative  to  certificates  of 
deposit  referred  to  your  Department  for  designation  of  appropriation,  that  the  cer- 
tificate, after  its  receipt  and  notation  in  this  office,  be  immediately  forwarded  to  the 
Secretary  of  War,  without  a  wrapper,  formal  indorsement,  or  signature  of  the  chief 
clerk;  that  when  the  appropriation  is  designated  on  the  back  of  the  certificate  by  the 
proper  bureau  of  your  Department  it  be  forwarded  direct  from  the  bureau  to  the 
proper  auditor  in  order  that  it  may  be  listed,  and  that  when  the  wliole  or  any  part  of 
the  amount  of  the  certificate  of  deposit  is  to  be  covered  into  the  Treasury  as  a  mis- 
cellaneous receipt  such  certificate  be  returned  direct  to  this  office,  the  miscellaneous 
receipt  to  be  listed  here  and  the  certificate  then  referred  to  the  proper  auditor,  when 
a  part  is  to  be  listed  by  him. 

The  suggestion  meets  with  the  approval  of  this  office  ;  the  loss  or  mislaying  of  a 
certificate  occasions  considerable  delay  and  annoyance,  and  it  is  thought  the  wrapper 
is. a  safeguard  against  such  possible  loss,  but  if  it  is  fully  understood  in  the  several 
bureaus  of  your  Department  that  prompt  action  be  taken  whenever  the  certificates 
are  received,  and  that  the  certificates  will  be  promptly  indorsed  and  forwarded  to 
their  destination,  the  wrapper  may  be  dispensed  with,  and  in  lieu  thereof  the  cer- 
tificates be  sent  to  your  office  each  day  in  an  envelope,  without  any  official  signature, 
but  with  simply  a  notation  on  the  envelope  of  the  number  of  certificates  contained 
therein.  A  note,  however,  will  be  made  each  day  on  the  books  of  this  office  opposite 
each  certificate  entry,  showing  date  of  reference  to  the  War  Department. 

It  is  not  deemed  practicable  to  change  the  form  of  certificate  by  printing  thereon 
the  instructions  as  suggested. 
Respectfully,  yours, 

C.  S.  Fairchild, 

Secretary. 

The  Secretary  of  War. 


Upon  receipt  of  the  certificates  in  a  bureau  they  will  be  examined,  and  if  the  ap- 
propriation is  correctly  stated  on  the  face,  they  will  be  stamped  on  the  back  **  ap- 
propriation designated  on  face,"  with  name  of  bureau.  If  not  correctly  stated  on 
the  face  the  appropriation  will  be  designated  on  the  back ;  in  this  case  the  stamp 
should  read  *'  appropriation  designated." 

Except  in  unavoidable  cases  certificates  of  deposit  will  be  sent  to  the  proper  auditor 
or  returned  to  the  Secretary  of  the  Treasury  within  two  working  days  after  their  re- 
ceipt in  the  bureau. 

By  order  of  the  Secretary  of  War : 

Saml.  Hodgkins, 
Acting  Chief  Clerk. 


War  Department, 

June  18,  1888. 
Orders : 

From  and  after  this  date  the  books  **  Record  of  certificates  of  deposit "  and 
"  Moneys  repaid  or  covered  into  the  Treasury,"  heretofore  kept  in  the  division  of 
requisitions  and  accounts,  will  be  discontinued. 
By  order  of  the  Secretary  of  War : 

Sam'l  Hodgkins, 
Acting  Chief  Clerk. 


General  Orders,  \  Headquarters  of  the  Army, 

No.  52.  J  Adj;utant-General's  Office, 

Wa8hingto7i,  July  11,  1888. 
By  direction  of  the  Secretary  of  War  paragraph  1608  of  .the  Regulations  is  re- 
voked. 
By  command  of  General  Sheridan : 

R.  C.  Drum, 
Adjutant-General. 


31 

Appendix  No.  4. 


ARMY  PAYMASTERS'  COLLECTIONS. 

[Memorandum).] 

War  Depaut.aiext, 
Board  on  Business  Methods, 

June  22,  1888. 

In  considering  the  subject  of  certificates  of  deposit  the  board  noticed  that  in  pay- 
masters' collections  funds  pertaining  to  appropriations  other  than  "Pay,  etc.,  of  the 
Army,"  with  two  exceptions,  are  covered  into  the  Treasury  to  that  fund,  and  after 
such  cover-in  are,  through  a  long  routine  of  labor,  drawn  out  of  that  appropriation 
and  covered  into  the  appropriation  to  which  they  belong.  The  course  pursued  is 
shown  in  the  following  statement : 

Private  Charles  Goodrich,  engineer  battalion,  having  received  transportation  from 
Fort  Leavenworth  to  New  York  City  at  a  cost  of  |28,  that  amount  is  made  a  charge 
against  him,  and  is  collected  by  the  paymaster,  F.  S.  Dodge,  who  deposits  the  same  with 
other  collections  for  April,  1888,  the  whole  amounting  to  $750.9.3,  to  the  credit  of  the 
Treasurer  of  the  United  States.  The  paymaster  reports  said  collection  in  his  **  Abstract 
of  collections,"  which  he  forwards  monthly  with  his  accounts  to  the  Paymaster-Gen- 
eral. Upon  receipt  of  the  certificate  of  deposit  in  the  Paymaster-General's  OfiSce,  an 
examination  is  made  of  the  ^'  Abstract  of  collections  "for  April,  1888,  and  the  amount 
of  the  certificate  ($750.93)  is  designated  as  pertaining  to  "Pay,  etc.,  of  the  Army, 
$403.36,"  "Clothing  and  equipage,  $346.40,"  and  "Arming  and  equipping  the  militia, 
$1.17."  The  $28,  although  belonging  to  "Army  transportation,"  is  designated  as 
belonging  to  "Pay,  etc.,  of  the  Army,"  and  is  covered  into  the  Treasury  by  deposit 
requisition  to  the  credit  of  said  appropriation.  The  Paymaster-General  then  writes 
to  the  Quartermaster-General  as  follows : 

[Letters  sent.    Form  11.1 

War  Department, 
Paymaster-General's  Office, 

Washington,  June  13, 1888. 
Sir  :  The  appropriations  subject  to  control  of  your  ofiice  are  entitled  to  the  benefit 
of  the  sums  collected,  as  stated  below,  in  the  account  of  Maj.  F.  S.  Dodge,  paymaster, 
U.  S.  Army,  for  Ajjril,  1888,  and  included  in  the  an^ount  of  his  "Abstract  of  collec- 
tions "  deposited  by  him  to  the  credit  of  the  Treasurer  United  States.  The  same 
having  been  designated  on  the  deposit  certificate  for  cover- in  to  "Pay,  etc.,  of  the 
Army,  1888,"  I  have  the  honor  to  request  that  you  take  the  steps  necessary  to  trans- 
fer the  amounts  to  the  credit  of  the  appropriation  to  which  they  belong. 


Voucher. 

Name. 

On  what  acconnt. 

Amount. 

1157 

Charles  Goodrich,  second.class  pri- 
vate, Company  C,  Engineers. 

Transportation  from  Fort  Leavenworth, 
Elans.,  to  New  York  City. 

$28. 00 

Very  respectfully,  your  obedient  servant, 


The  Quartermaster-Genkral,  U.  S.  Army. 
And  the  Quartermaster- General  indorses  this  letter  as  follows : 

[First  indorsement.] 


Wm.  B.  Eochester, 
Paymaster- General,  U.  S.  Army. 


C.  G.  S. 


War  Department, 
Quartermaster-General's  Office, 

June  15,  1888. 
Respectfully  submitted  to  the  honorable  the  Secretary  of  War,  recommending  that 
the  amount  be  transferred  from  the  appropriation  "Pay,  etc.,  of  the  Armv,  1888,''  to 
"  Army  transportation,  1888,"  $28. 

S.  B.  Holabird, 
Quarterma^\Mfft^n^fi JLS.  Army. 


OF  THE 


UNIVERSITY 


J 


32 

The  paper  is  then  sent  to  the  office  of  the  Secretary  of  War,  where  it  is  taken  up  on 
the  docket  book,  division  of  requisitions  and  accounts,  as  No.  11305,  received  June  19, 
1868,  and  indorsed  with  a  stamp. 

[Second  indorsement.] 

•  War  Department, 

June  — ,  1888. 
Respectfully  for^varded  to  the  Second  Auditor  of  the  Treasury  for  settlement,  as 
recommended  by  the  Quartermaster-General. 
By  order  of  the  Secretary  of  War. 

Chief  Cleric. 

After  being  initialed  by  the  chief  of  the  division  and  signed  by  the  chief  clerk, 
the  indorsement  is  press-copied  in  the  requisition  division  and  the  paper  placed  in 
an  envelope  for  delivery  to  the  Auditor.  The  Second  Auditor  then  yirepares  a  settle- 
ment certificate  that  there  is  due  from  the  appropriation  for  "pay,  etc.,  of  the  Army, 
1868  "  to  appropriation  "  Army  transportation,  1888,"  the  sum  of  $28,  for  which  a 
transfer  requisition  will  be  issued  to  draw  the  amount  from  the  iirst  named  appro- 
priation, and  a  counter  requisition  to  credit  the  same  to  the  last  named  appropriation. 
The  certificate  is  then  sent  to  the  Second  Comptroller,  who  admits  and  allows  "  the 
above  reported  balance  "  and  signs  the  same.  The-.settlement  is  then  returned  to  the 
Second  Auditor's  office,  where  it  is  registered,  and  it  is  then  sent  to  the  office  of  the 
Secretary  of  War,  and  taken  up  on  the  docket  book  of  the  requisition  division.  The 
amount  being  a  charge  against  the  appropriation  "pay,  etc.,  of  the  Army,"  the  settle- 
ment is  sent  to  the  Paymaster-General's  office,  who  stamps  the  same,  notes  the  charge, 
and  returns  it  to  the  requisition  division.  The  amount  being  also  a  credit  to  "  Army 
transportation,  1888,"  the  settlement  is  sent  to  the  Quartermaster-General's  office, 
where  it  is  stamped,  noted,  and  returned  to  the  requisition  division. 

The  settlement,  after  being  checked  by  the  book-keeper,  is  then  ready  for  requisi- 
tion, and  the  requisition  clerk  makes  out  two  requisitions,  "transfer"  and  "  counter," 
and  after  these  are  compared  they  are  placed  in  a  basket  for  the  Secretary's  signa- 
ture. After  signature  the  "  transfer"  is  entered  in  the  "  Second  Auditor's  register  of 
jjay  requisitions"  and  the  "  counter"  in  the  "  register  of  credit  requisitions,"  com- 
pared, and  charged  on  the  docket  book  to  the  Second  Comptroller.  Similar  entries 
are  made  on  the  registers  of  requisitions  in  his  office.  The  requisitions  are  initialed 
by  a  clerk  and  signed  by  the  Comptroller.  The  settlement  and  transfer  requisition 
is  then  sent  to  the  Second  Auditor's  office  for  registry  and  signature  of  the  Second 
Auditor,  where  the  settlement  is  filed.  The  counter  requisition  is  sent  to  the  Third 
Auditor's  office,  where  it  is  registered  and  initialed  by  the  chief  of  division  and 
signed  by  the  Auditor.  The  transfer  and  counter  requisitions  next  meet  in  the  war- 
rant division,  office  Secretary  of  the  Treasury,  where  transfer  and  counter  warrants 
are  prepared  and  attached  to  the  requisitions,  initialed  by  the  chief  of  division, 
signed  by  the  Secretary  or  Assistant  Secretary,  and  registered.  They  are  then  sent 
to  the  First  Comptroller  for  countersignature,  "  if  warranted  by  law,"  and  then  to 
the  Register  of  the  Treasury  to  be  registered. 

The  further  steps,  before  the  funds  are  drawn  from  and  repaid  to  the  respective 
appropriations,  it  is  not  necessary  here  to  follow.  It  is  sufficient  to  state  that  all  the 
duplication  of  work  and  records,  initials  and  signatures  can  be  obviated  if  the  Pay- 
master-General will  designate  on  the  certificate  of  deposit  all  the  appropriations  to 
which  the  funds  belong. 
Respectfully  submitted  to  the  honorable  Secretary  of  War. 

John  Tweed  ale, 
l.  w.  tolman, 
Jacob  Frbch, 

Members  of  Board. 

The  views  of  the  board  were  concurred  in  by  the  Secretary  of  War,  who  issued  the 
following  directions : 

Respectfully  returned  to  the  Paymaster-General,  who  will  take  the  same  action  in 
.cases  of  credits  for  all  other  appropriations  as  is  now  done  on  account  of  clothing  and 
ordnance  stores. 

The  proposed  change  will  obviate  the  long  and,  in  the  opinion  of  the  Secretary  of 
War,  entirely  unnecessary  routine  stated  in  the  accompanying  memorandum. 
By  order  of  the  Secretary  of  War. 

Sam'l  Hodgkins, 
Acting  Chief  Clerk. 
War  Department,  June  2*2, 1888. 


33 

Appendix  No.  5. 
card-index  record  of  rolls  of  volunteer  army. 

War  Department, 
Board  on  Business  Methods, 

July  24,  1888. 
The  board  having  examined  into  the  subject  of  copying  the  regimental  muster-rolls 
on  lilo  in  the  Adjutant-General's  Office,  find  that  on  the  22d  of  March  last  the  work 
of  copying  the  military  history  of  each  officer  and  enlisted  man  from  these  rolls  on  a 
card-index  record  was  commenced. 

The  method  of  work  adopted  is  as  follows  :  The  rolls  of  a  regiment,  consisting  of 
the  field  and  staff,  and  of  the  several  companies,  covering  the  entire  time  of  service, 
are  withdrawn  from  the  tiles  and  turned  over  to  the  clerks  engaged  in  copying  in  the 
register  (or  card-index  record)  division,  under  the  charge  of  Mr.  E.  A.  Woodward. 
All  the  rolls  of  a  company,  consisting  of  the  muster-in,  current  or  bi-monthly,  and 
muster-out  rolls,  together  with  individual  and  detachment  muster-out  rolls,  are 
issued  at  the  same  time  to  a  copyist,  who  copies  on  ai>rintedform  (card-index  record) 
as  much  of  the  history  of  the  first  man  named  on  the  earliest  roll  as  it  contains. 
(This  form,  Avhich  is  11|  inches  long  and  9|  inches  wide,  is  appended  to  this  report 
as  Exhibit  A.  For  the  sake  of  brevity  it  will  be  spoken  of  hereafter  as  a  "  card."  In 
the  office  it  is  called  a  "slip.") 

The  copyist  then  takes  a  separate  card  for  the  next  name  on  the  roll,  and  so  on  until 
he  has  commenced  a  separate  card  for  each  man  borne  on  the  first  roll.  The  cards  are 
placed  successively  together,  face  down,  as  the  entries  are  made,  until  the  entire  roll 
is  copied.  He  then  lays  the  copied  roll  aside  and  takes  up  the  next  in  order  of  date, 
turns  his  set  of  cards  face  up,  and  copies  the  entry  opposite  the  first  name  found  on 
the  second  roll  on  the  card  pertaining  to  that  name,  and  in  the  same  manner  the  entry- 
opposite  the  second  name  is  copied  on  the  card  j)ertaining  to  that  name,  and  so  con- 
tinues until  all  the  entries  on  the  second  roll  are  copied  on  the  appropriate  cards.  As 
a  rule  the  names  appear  in  the  same  order  on  successive  rolls.  When  any  roll  con- 
tains a  name  not  found  on  a  prior  roll,  a  card  is  commenced  for  such  name.  In  this 
manner  all  the  rolls  are  copied,  and  the  entries  for  the  same  soldier  all  brought  to  one 
card  with  only  one  handling  of  each  roll. 

After  the  rolls  of  a  company  are  copied  they  are  carefully  compared  by  two  clerks, 
one  reading  from  the  original  roll  and  the  other  examining  the  cards.  Errors  found 
on  the  cards  are  corrected  by  the  comparers. 

All  the  ijoformation  on  the  rolls  concerning  a  soldier  is  copied  on  his  individual 
card  except  the  name  of  the  paymaster  who  paid  him^  whose  surname  only  is  usually- 
given  on  the  rolls. 

The  roDs  of  three  regiments  (the  152d,  164th,  and  177th,  N.  Y.  Vols.)  have  been 
copied  as  above  described,  and  the  rolls  of  nine  other  regiments  (the  155th,  157th, 
16lst,  162d,  168th,  169th,  173d,  182d,  and  186th,  N.  Y.  Vols.)  are  in  the  hands  of  copy- 
ists. The  cards  of  the  1.52d  regiment  have  been  bound  in  three  volumes,  averaginff 
three  hundred  and  forty  cards  each.  Part  I  contains  the  field  and  staff,  and  Companies 
A,  B,  and  C  ;  Part  II,  Companies  D,  E,  and  F,  and  Part  III,  Companies  H,  I,  and  K. 
The  cards  are  arranged  in  separate  alphabetical  order  by  field  and  staff,  and  by  each 
company,  making  eleven  alphabetical  lists  for  the  regiment. 

These  three  volumes  are  now  used  in  place  of  the  original  rolls  of  the  regiment  in 
furnishing  information  called  for  by  the  Commissioner  of  Pensions,  Second,  Third, 
and  Fourth  Auditors,  Second  Comptroller,  Commissioner  of  the  General  Land  Office,, 
Connijissary-General  of  Subsistence,  Quartermaster-General,  adjutants-general  of 
States,  Loyal  Legion,  Grand  Army  of  the  Republic,  and  individuals,  for  various  pur- 
poses. The  search  for  the  military  history  of  a  soldier  is  by  their  use  reduced  to  a 
minimum,  and  the  original  worn  and  tattered  rolls  need  not  be  handled  again  for  that 
purpose. 

In  view  of  the  fact  that  calls  for  transcripts  from  the  rolls  are  received  at  the  Ad- 
jutant-General's Office  from  so  many  sources,  it  is  the  opinion  of  the  board  that  a 
large  amount  of  clerical  work  and  much  dpay  would  be  saved  by  the  printing  of 
these  card-index  records  as  fast  as  a  regiment  is  completed,  and  the  distribution  of 
copies  to  the  different  Bureaus  requiring  the  information  ;  as  in  that  case  no  calls  for 
that  particular  information  need  thereafter  bo  made  on  the  Adjutant-General,  and 
the  clerks  now  engaged  in  answering  such  calls  could  be  relieved,  one  after  another, 
and  assigned  to  the  pressing  work  of  copying  the  worn  muster-rolls  of  other  regiments. 
The  board  is  also  of  opinion  that  all  the  cards  for  a  regiment  should  be  arranged 
in  one  alphabetical  series  instead  of  eleven,  the  order  in  which  the  One  hundred  and 
Fifty-second  Regiment  is  bound,  thus  greatly  facilitating  the  search  for  the  record  of 
a  member  of  a  regiment  whose  company  or  rank  is  not  definitely  known;  cases  which, 
must  increase  in  frequency  with  the  lapse  of  time. 

17958 3 


34 

In  answer  to  any  objection  tliat  may  be  raised  to  the  publication  of  the  informa- 
tion borne  on  these  rolls,  on  the  ground  that  it  might  form  a  basis  for  the  prosecution 
of  claims  against  the  Government,  it  niay  be  stated: 

(1)  Nearly  every  State  has  jmblished  the  military  record  of  its  soldiers  who  en- 
listed in  the  Union  Army  during  the  late  war;  uiul  this  record  has  been  compiled  in 
part  from  the  rolls  in  the  Adjutant-General's  Office. 

(2)  The  War  Department  has  published  the  roll  of  honor,  showing  name,  date  of 
death,  and  place  of  interment  of  all  soldiers  buried  in  national  and  other  cemeteries. 

(3)  Under  joint  resolution  of  March  2,  1865  (13  Stat.,  570),  the  War  Department 
published  the  Volunteer  Army  Register,  containing  the  names  of  all  volunteer  officers, 
and  showing  casualties;  and, 

(4)  In  February,  1807,  the  Senate  of  the  United  States  authorized  the  publication 
of  the  military  history  of  the  Union  soldiers  who  served  in  regiments  raised  in  the 
State  of  Arkansas,  showing  name,  rank,  date  of  enlistment,  muster,  discharge  or  de- 
sertion, date  and  cause  of  death,  date  and  nature  of  wound,  and  the  action  in  which 
wounded.     (See  Senate  Mis.  Doc.  53,  Thirty-ninth  Congress,  second  session.) 

The  fact  that  so  much  of  the  military  history  of  soldiers  of  thelate  war  has  already 
been  published,  seems  to  remove  all  ground  for  objection  to  printing  the  record  of  all 
soldiers  for  the  information  of  the  officers  of  the  Government  charged  with  the  adju- 
dication of  the  claims  of  soldiers  or  their  heirs.  There  can  be  no  doubt  whatever 
that  the  distribution  of  such  printed  copies  to  the  different  Bureaus  of  the  Govern- 
ment would  materially  expedite  the  public  business,  and  save  clerical  labor  which 
is  now  expended  in  making  calls  in  one  otlice,  searching  the  rolls  in  another^  writing 
up  the  information  thus  found  and  sending  it  to  the  office  making  the  call;  while  in 
the  mean  time  clerks  must  be  constantly  employed  on  the  work  of  mending  and  copy- 
ing, first,  the  originals,  and  then  the  copies  of  these  rolls,  to  prevent  them  from  ac- 
tually falling  to  pieces  from  incessant  wear  and  tear. 

When  the  rolls  of  a  State  have  been  printed  in  the  form  proposed,  it  will  be  prac- 
ticable to  arrange  the  cards  in  one  alphabetical  series  for  the  State,  thus  making  it 
possible  to  find  the  record  of  a  soldier  whose  regiment  may  be  unknown  ;  and  with 
the  alphabetical  arrangement  for  each  State,  it  would  not  be  a  matter  of  great  diffi- 
culty (except  in  case  of  common  names)  to  find  the  record  of  a  soldier  whose  State  is 
unknown,  by  searching  the  alphabetical  cards  of  each  State. 

In  a  report  of  the  Senate  Select  Committee  on  Business  Methods  (Report  No.  507, 
Fiftieth  Congress,  first  session,  pp.  182  to  192),  the  question  of  continuing  the  com- 
pilation of  regimental  registers  of  the  volunteer  forces  from  the  muster-rolls,  a  work 
that  was  begun  in  the  Adjutant-General's  Office  years  ago,  as  also  the  question  of  re- 
producing the  rolls  by  photography,  by  the  platino-type  process,  and  by  printing,  is 
fully  discussed.  The  reasons  for  discontinuing  the  compilation  of  the  iiegimental 
registers,  and  for  rejecting  the  proposition  to  reproduce  the  rolls  by  any  of  the  means 
suggested,  are  clearly  and  fully  set  forth  in  said  report,  and  need  not  therefore  be  re- 
peated here.  In  that  report  the  Senate  committee  recommend  the  application  of  the 
card-index  record  system  to  these  rolls,  and  of  finally  printing  these  cards  in  a  con- 
densed fornx  and  furnishing  copies  to  all  divisions  and  Bureaus  requiring  the  same. 
The  report  concludes  as  follows : 

"  In  the  opinion  of  your  committee  this  card-index  record  system  is  the  solution, 
and  the  onl^  practical,  feasible,  and  economical  solution,  of  the  vexed  question  in 
regard  to  the  preservation  of  these  rolls  without  further  wear  and  destruction,  and 
the  placing  of  the  data  contained  in  them  in  an  easily  accessible  and  convenient 
condition  for  use. without  the  handling  of  the  rolls. 

'*  Your  committee,  therefore,  unhesitatingly  recommended  the  adoption  of  this  system 
to  the  Secretary  of  War  and  the  Adjutant-General,  and  recommend  that  the  work 
upon  the  volunteer  regimental  registers  be  discontinued,  and  all  the  available  force 
of  employes  be  placed  at  work  in  compiling  from  the  rolls  upon  these  card  records 
the  military  history  and  services,  etc.,  of  the  officers  and  sohliers  whose  names  are 
borne  thereon,  the  rolls  to  be  tUken  by  States,  and  as  soon  as  the  rolls,  reports,  records, 
etc.,  relating  to  the  soldiers  of  any  one  State  are  completed  upon  these  card-index 
records,  then  that  the  card-index  records,  arranged  alphabetically  by  regiments,  with- 
out regard  to  rank,  be  printed  in  sufficient  numbers  to  furnish  copies  to  all  the  divis- 
ions and  Bureaus  of  all  the  Departments  having  any  occasion  to  call  for  the  military 
history,  services,  etc.,  of  soldiers  for  any  purpose  in  the  work  of  such  divisions  and 
bureaus,  and  be  prosecuted  as  rapidly  as  possible  until  completed  as  to  all  the  States, 
then  printed  and  distributed  as  above  indicated. 

"When  so  completed,  printtd,  and  distributed,  then  all  the  labor  in  the  various 
divisions  and  Bureaus  of  all  thn  Departments  in  writing  applications  to  or  calls  upon 
the  Adjutant-General  for  information  in  regard  to  officers  and  sohliers,  and  all  the 
labor  in  the  office  of  the  Adjutant-General  in  searching  these  rolls  and  answering 
such  calls  can  be  dispensed  with,  and  the  further  use,  wear,  and  tear  of  the  rolls  will 
cease,  and  there  will  bo  no  occasion  to  refer  to  or  use  the  rolls  except  in  case  of  a  dis- 
pute as  to  the  correctness  of  such  card-index  record,  when  the  card-index  record  will 
show  the  particular  rolls  to  be  referred  to  for  verification. 


35 

"The  employds  in  any  oflBce  desiring  any  information  in  regard  to  any  soldier  can 
by  knowing  his  regiment  and  State,  qnickly  take  the  printed  book  containing  the 
names,  record,  etc.,  of  the  soldiers  of  that  regiment  and  State,  and  find  the  informa- 
tion desired  as  easily  and  quickly  as  he  could  take  a  dictionary  and  tind  the  defini- 
tion of  any  word. 

"This  work  is  so  important  that  it  should  be  prpsecuted  with  the  greatest  vigor 
and  by  every  available  employd,  and,  if  necessary,  there  should  be  an  additional  force 
provided  for." 

It  has  been  estimated  in  the  Adjutant-General's  Office  that  there  are  402,916  sep- 
arate rolls,  or  2'2,:?84  sets  of  successive  rolls  of  companies  or  equivalent  organizations, 
averaging  18  rolls  to  a  set.  The  total  number  of  men  furnished  during  the  late  war 
under  the  diHerent  calls  of  the  President  is  reported  to  be  2,778,304,  and  there  were 
organizations  in  service  equivalent  to  2,047  regiments  of  10  companies  each.  (Phis- 
terei-'s  Statistical  Record,  p.  23.)  Estimating  that  the  total  number  of  cards  to  be 
made  will  nearly  equal  the  total  number  of  men  furnished,  there  would  be  1,356  cards 
to  each  average  regiment.  It  is  thought  that  from  6  to  7  average  cards  can  be  printed 
in  brevier  type,  in  solid  form,  upon  an  octavo  page  (7|  by  4^  inches);  that  all  the 
cards  could  be  printed  on  463,051  such  pages.  To  print  each  regiment  separately  will 
require  about  <i,047  volumes  of  212  pages  each. 

The  following  estimate  shows  the  cost  of  printing  each  volume : 

Estimated  cost  of  printing  300  copies  of  a  book  of  212  pages,  brevier  type,  octavo 
size,  100  copies  interleaved,  and  bound  in  half  sheep,  and  200  copies  stitched  and 
trimmed : 

Composition $416.00 

Stereotyping 76.80 

Press-work 13.  33 

Folding 6.40 

Paper  for  200  copies  (48  pounds) ;  7. 20 

Paper  for  100  copies  (interleaved;  48  pound  paper) 7.20 

Binding  and  interleaving , 75.00 


601. 93 


The  cost  of  printing  and  binding  the  entire  2,047  volumes,  at  an  estimated  cost  of  $600 
a  volume,  is  $  1,228,200.  Omitting  the  cost  of  binding  will  reduce  the  estimate  $150,000 
in  round  numbers. 

In  order  that  the  precise  cost  and  utility  of  the  printing  of  these  card-index  records 
may  be  practically  tested,  the  Board  recommends  that  the  cards  of  the  One  hundred 
and  sixty-fourth  Regiment  of  New  York  Volunteers,  just  completed,  be  printed  as 
soon  as  possible,  and  copies  distributed  to  the  various  divisions  and  bureaus  of  the 
Departments  now  making  calls  for  information  from  the  rolls.  This  will  cost  about 
$600. 

With  the  view  of  facilitating  the  work  of  the  copyists  in  the  preparation  of  the 
cards,  the  following  remarks  and  recommendations  are  also  respectfully  submitted 
for  consideration : 

In  the  operation  of  copying  a  roll  it  was  observed  that  the  copyist  unfolds  it  and 
lays  it  dat  on  his  desk  before  him.  As  it  is  quite  large,  being  21  inches  from  top  to 
bottom  and  varying  in  width  from  22^  to  31  inches,  it  is  difficult  to  read  all  the  entries 
on  it,  especially  where  they  are  closely  written  or  obscured  by  blpts,  and  the  roll 
must  consequently  be  frequently  picked  up  from  the  desk  and  brought  closer  to  the 
eye  or  the  clerk  must  get  up  from  his  seat  and  lean  over  his  desk  to  decipher  the 
entry.  To  avoid  these  frequent  interruptions  to  the  progress  of  the  work,  it  is  sug- 
gested that  a  suitable  cylinder  be  provided  for  each  copyist,  to  be  made  of  light 
material  and  of  such  dimensions  that  a  whole  roll  can  be  spread  out  on  its  surface 
and  clamped  to  it ;  the  cylinder  to  be  erected  on  a  stand,  and  to  be  so  attached  that 
it  will  easily  revolve;  a  horizontal  bar  or  guide  to  be  fastened  to  the  stand,  or  the 
cylinder,  on  the  side  facing  the  clerk,  so  that  he  can  always  have  the  entry  he  is  copy- 
ing appear  immediately  above  the  guide.  It  is  believed  that  such  device  will  ma- 
terially facilitate  the  work  of  the  copyists.  Possibly  two  small  cylinders  would 
answer  the  purpose  b«tter  than  one  large  one ;  this  can  be  best  determined  by  actual 
experiment. 

It  is  also  recommended  that  hereafter,  when  a  call  is  received  for  the  full  military 
history  of  a  soldier  from  the  rolls  of  a  regiment  which  has  not  yet  been  carded,  that 
the  searchers  fill  up  a  card  for  such  soldier  similar  to  and  containing  as  full  informa- 
tion as  those  prepared  in  the  card-index  record  division,  adding  thereto,  of  course, 
the  result  of  the  search  made  of  any  other  record  to  answer  the  call,  and  further, 
that  a  mark  be  then  placed  opposite  the  name  of  such  soldier,  say  on  the  muster-out 
oil,  to  indicate  that  his  record  has  been  carded.  These  card  forms  should  be  printed 
in  copying-ink,  the  record  inserted  in  copying  ink,  and  then  press-copied,  the  press 
copy  to  be  sent  to  the  office  making  the  call,  with  a  statement  stamped  thereon  in 


36 


these  or  other  suitable  words;  ''This  is  the  full  military  history  of  the  soldier  named 
herein,  and  is  furnished  in  answer  to  the  call  of  the  Commissioner  of  Pensions  of 


"R.  C.  Drum, 
Adjutant-GeneraV 

Similar  stamps  should  he  x)repared  for  other  offices  making  calls. 

After  being  press-copied  the  cards  should  be  filed  alphabetically  by  regiments,  and 
when  another  call  from  any  office  for'oue  of  these  soldiers  comes  in,  his  history  need 
not  again  be  searched,  but  the  call  can  be  answered  directly  from  the  card. 

The  benefit  is  obvious.  The  card-index  will  immediately  be  commenced  with  a 
large  force,  and  what  is  more  important,  a  force  of  skilled  men.  The  board  is  in- 
formed that  the  copying  force  at  present  engaged  on  the  card-index  is  not  a  skilled 
force,  and  that  many  mistakes  are  made,  to  be  finally  corrected  by  the  comparers. 

To  the  objection  that  cards  made  as  above  recommended  would  not  be  compared, 
we  would  answer  that  the  replies  now  made  to  the  Commissioner  of  Pensions  and 
others  are  not  now  compared,  or  researched,  but  the  call  is  answered  upon  the  one 
search  made  by  the  skilled  searcher.  So  the  card  now  recommended  will  be  made 
upon  the  one  search  of  the  skilled  searcher ;  it  will  be  just  as  accurate,  just  as  valu- 
able as  the  present  system,  and  moreover  the  labor  expended  in  the  search  is  pre- 
served for  future  use,  which  is  a  great  gain.  Under  the  present  system  each  subse- 
quent call  received  requires  another  original  search  of  the  rolls. 

When  the  rolls  of  a  regiment  are  taken  up  to  be  copied  in  the  card-index  record 
division  these  cards  can  be  taken  from  the  temporary  tile  in  the  roll-room  and  placed 
with  those  to  be  made  by  the  copyist. 

During  the  three  years,  1884-85-86,  there  were  received  in  the  Adjutant-General's 
office  1,106,907  calls  for  information  from  the  volunteer  rolls.  At  this  rate  the  rolls 
are  searched  for  every  man  in  service  during  the  war  once  every  eight  years.  It  will 
therefore  be  readily  seen  that  during  the  past  twenty  years  the  rolls  have  been  searched 
over  and  over  again  for  the  same  information  in  many  cases.  In  one  case  it  was  as- 
certained that  there  had  been  15  calls  at  different  times  for  information  about  the 
same  man.  While  the  time  required  to  make  a  separate  index-record  card  for  a  sol- 
dier, when  his  case  is  being  reported  on,  may  delay  the  reply  to  such  call  to  some  ex- 
tent, there  is  no  doubt  that  in  a  comparatively  short  time  this  delay  would  be  com- 
pensated for  by  the  facility  with  which  all  subsequent  calls  m  such  cases  can  be 
reported  on. 

ESTIMATE   OF   TIME   REQUIRED   TO   COMPLETE   CARD-INDEX. 

The  law  requires  200  of  the  clerks  in  the  Adjutant-General's  office  to  be  "exclu- 
sively engaged  in  preparing  and  making  reports  to  expedite  the  settlement  of  pension 
applications  and  soldiers'  claims." 

There  were  in  the  Army  during  the  war  of  the  rebellion  an  equivalent  of  2,047  reg- 
iments.    (See  Statistical  Record  of  the  Army  of  the  United  States;  Phisterer,  p.  23.) 

Assumiug  that  200  clerks  are  engaged  on  the  rolls  of  2,047  regiments  and  records 
connected  therewith,  the  proportion  for  each  clerk  is  the  rolls  of  ten  regiments  ;  so 
when  the  rolls  of  ten  regiments  are  carded  1  man  of  the  200  could  be  spared  to  work 
with  the  men  engaged  in  making  the  card  record  index  if  he  was  at  work  all  the  time 
on  the  rolls,  but  half  of  the  time  hb  is  searching  other  records ;  therefore  one  man  can 
not  be  spared  until  about  20  regiments  are  carded. 

In  other  words,  if  one  man  is  engaged  half  of  his  time  in  searching  10  regiments, 
then  when  20  regiments  are  carded  half  of  the  time  of  2  men  can  be  spared,  which 
is  equal  to  the  entire  time  of  1  man.  This  is  more  apparent  when  we  consider  that 
such  calls  as  are  made  by  the  Pension  and  other  offices,  when  the  card-indexes  are 
printed,  will  be  for  information  from  the  other  records  of  the  Adjutant-General's  of- 
fice, and  not  from  the  rolls  which  have  been  printed.  The  following  table  shows  the 
average  number  of  calls  received  every  month  in  the  two  divisions  of  the  volunteer- 
roll  rooms,  Adjutant-General's  office: 


Year. 

Average 

number  of 

calls  per 

month. 

Number  of 
employ68. 

Average 
number  of 

calls  an- 
swered by 
one  clerk  in 
one  month. 

1884 

25,276 
28,  791 
34,  859 
36,  794 

192 
176 
168 
182 

131.6 

1885         

163.  6 

1886 

207.5 

1887                  .... 

202. 1 

704.8 

Total  average  namber  of  calls  answered  by  one  clerk  in  one 

176.2 

37 

These  calls  now  require  .a  search  not  only  of  the  rolls,  but  of  other  records  which, 
it  is  stated,  take  as  lon<5  to  searcli  as  the  rolls  ;  consequently,  when  10  rej^iments  are 
carded  and  printed  the  work  on  170  of  the  calls  will  be  reduced  but  one-half,  and  not 
until  about  '20  regiments  are  carded  can  the  services  of  one  clerk  be  spared  from  the 
roll-rooms  for  work  on  the  card-index  record. 

This  conclusion  agrees  with  the  conclusion  j^rrived  at  above.  It  introduces,  how- 
ever, a  new  element  into  the  calculation,  viz,  whether  there  will  be  any  falling  off  in 
the  number  of  calls  after  the  card-index  record  is  printed.  It  would  seem  reasona- 
ble to  conclude  that  there  would  be  a  large  reduction,  but  the  clerks  who  have  been 
questioned  answer  in  the  negative.  They  say  the  held  of  inquiry  or  search  will  be 
reduced  about  50  per  cent,  when  the  index  is  printed,  but  that  the  number  of  inquiries 
will  remain  about  as  at  present.  This  impression  is  based  upon  their  present  expe- 
rience, and  while  it  may  be  correct,  actual  experience  after  the  index  is  printed  can 
alone  determine  the  fact. 

For  the  purpose  of  this  calculation  it  will  be  assumed  that  one  clerk  can  be  trans- 
ferred from  the  rolls  to  the  card-index  work  when  about  20  regiments  are  carded.  He 
can  be  spared  whether  the  index  is  printed  or  iu)t.  When  carded  the  information  in 
an  individual  case  is  at  once  available  without  further  search. 

There  are  34  men  engaged  now  (July,  1888)  in  making  the  card-index  record. 
There  were  30  engaged  in  the  work  in  June  (part  engaged  in  copying  and  part  com- 
paring), and  it  is  reported  to  the  Board  that  this  force  can  complete  3  regiments  of 
infantry,  equal  to  30  companies,  each  month;  so  that  1  company  is  completed  each 
month  for  each  man  employed.  The  30  men  engaged  on  this  work  in  June  can  com- 
plete 36  regiments,  equal  to  360  companies,  in  a  year.  At  the  end  of  the  first  six  months 
one  man  is  added  for  the  18  regiments  then  completed. 

With  these  elements  as  a  basis,  the  following  computation  shows  how  the  work  will 
progress ; 


38 


S2 


Mais- 


®^r'=-e 


Wfi'Hs 


Sh 


;^^5 


.i  OB'S  a 
•^  £  E:o• 


«a^sr2 


fl  i  a* 


1-^  -if 


Sa 


«  u 

0-2 

a-S 


a  s  t, 
a*  «  o 
£='2 


es       0  0/ 


(-.  ^,  ^ 

OC  OJ"  .* 


Ttgo 

«  ^  te 


^«2o2     u    ^. 


MS 


a2 


®  a  **  ® 

fig's  S 


.     caa 

3    asa 

O         05  c   « 

H      a  e+? 
o  o  « 

'TI'O  O) 

^<5P 


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a  a 

is 


a 


H      a  a 


a  a  a 

lis 

c  c  H 


aaa  £ 

S  5  o  '-J 

Sea  w 

o  »  <=  o 

III  ^ 

'—'5  5 
<5<5P 


T  bt£--2 

c      *  a 


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_  «  I— I  "  2  a? 

<  >>  «  a  £  a 

c  «*-  o  o  aj  ® 

H  I  Haa^ 


T3'0  © 


3d 


-a 
S 


05    OO   00   t, 

51  §1 

§«D(M  O 


3aag 


o  o  X 
23-0 


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>  O 


»     «b  --2  ^a 

5  i:  a  ??  $f  S  a 
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<5         <J0 


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o  ©  s  »>  "  ® 

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o  c  soc  2 

'3'a  ^  ^  "s 
'T'o  a  >^  © 


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o    . 

55  o  a 


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eoeo 


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ti. 


®  >«  0)  a  =  J 

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-3  5  a  5  *-  <c 
5  a  a  i;o  a 

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t,._    41    5J^   2 

trWiJ  c«  41  %- 
I  5-1  a  ^1 

labial 

Hao^a- 
T3  -  a'w  « 


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COCO 


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*  2 

O   O 

■^§ 


OO   fc<  CO   00 

as  cs  _y>  - 


40 


Regi- 
ments 
carded  by 
30O  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
270  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
240  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
210  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
180  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
150  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
120  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
90  men 
with  ac- 
cretions. 

Regi- 
ments 
carded  by 
GO  men 
with  ac- 
cretions. 

■*        (M 

^Regi- 
ments 
carded  by 
30  men 
with  ac- 
cretions. 

CI 

Com- 
panies 
carded. 

1     U\ 

to         to    j 

g 
^ 

S      ts  i 

Force  employed. 

ss ; 
tit 

©go 
p  a  a: 

m 

©o  ! 

2^  ! 

in 

i 

rs  o  a 

< 

1 
1 

a 

1 

s 

Si 

2 

1 
1 

«2 

1 

a 

1 

.3 

1 

g 

05 
P 

a 

1 

41 

From  this  table  it  appears  that,  commencing  with  30  clerks,  the  average  accretions 
have  been  one  man  every  live  and  one-lifth  mouths,  that  the  force  has  doubled  in 
thirteen  years,  aud  in  that  time  the  rolls  of  63:^.0  regiments  have  been  carded. 

With  90  clerks  the  work  can  be  completed  in  thirteen  years;  with  1'20  clerks,  in 
eleven  years;  with  150  clerks,  in  nine  years ;  with  180  clerks,  in  eight  years;  with 
210  clerks,  in  seven  years;  with  240 clerks,  in  six  and  one-half  ye.ars ;  with 270  clerks, 
in  five  and  one-half  years ;  with  300  clerks,  in  five  years. 

The  work  has  been  in  progress  but  four  months ;  with  time  the  clerks  will  become 
more  expert  and  the  time  for  completion  of  the  wotk  can  doubtless  be  shortened. 
If  it  should  be  decided  to  print  the  card-index  the  board  is  of  opinion  that  there  will 
be  a  falling  off  in  the  number  of  calls,  which  will  be  felt  in  every  branch  of  the  ofiQce 
where  such  calls  are  noted,  searched,  answered,  or  initialed,  and  the  expedition  with 
which  the  calls  can  be  answered  will  largely  reduce  the  inquiries  made  with  reference 
to  cases  which  have  been  delayed. 

It  is  admitted  that  something  must  speedily  be  done  to  preserve  the  rolls.  They 
are  now  so  dilapidated  that  many  of  them  crumble  to  pieces  at  the  folds  whenever 
they  are  opened.  How  long  they  will  last  can  not  be  determined  accurately  ;  with 
the  present  handling,  perhaps  not  more  than  eight  years.  To  make  a  card-index  of 
the  rolls  in  eight  years  180  clerks  should  now  be  put  upon  the  work,  or  150  more  than 
are  now  employed.     Can  that  number  be  spared  without  delaying  other  work  ? 

To  answer  this  question  we  must  consider  for  a  moment  the  work  in  the  record 
and  pension  division  of  the  Surgeon-General's  office.  There  the  card-index  of  hos- 
pital registers  of  the  war  period  will  be  completed  within  a  year,  and  100  clerks  can 
then  probably  be  transferred  to  the  work  of  card-indexing  in  the  Adjutant-General's 
office.  Within  a  year,  therefore,  the  work  can  be  commenced  in  the  Adjutant-Gen- 
eral's office  with  130  clerks,  and  no  doubt  sufficient  force  can  be  added  to  complete 
it  in  eight  years,  and  without  any  increase  of  appropriations. 

There  is  another  alternative  which  will  relievo  a  number  of  clerks  in  the  Adjutant- 
General's  office  and  tend  to  simplify  the  records.  In  March,  1884;  the  Surgeon-Gen- 
eral transferred  to  the  Adjutant-General  **  all  hospital  registers  and  prescription 
books,  and  all  field  registers  and  prescription  books,  so  called,  of  State  and  Territo- 
rial regimental  volunteer  organizations,  also  of  United  States  white  and  colored 
troops  serving  as  complete  regiments  or  battalions."  These  were  added  to  a  mass  of 
similar  records  in  the  Adjutant-General's  office.  These  records  contain  much  valu- 
able information,  but  are  difficult  to  search  and  take  much  time  of  the  searchers. 
The  information  they  contain  is  analogous  to  the  information  in  the  Surgeon-Gen- 
eral's office,  and  which  is  now  being  carded.  If  these  records  were  transferred 'to 
the  Surgeon-General's  office  the  information  they  contain  could  be  added  to  the  card- 
index  now  approaching  completion.  The  transfer  of  these  records  would  enable  a 
clerk  in  the  Adjutant-General's  office  to  answer  many  more  calls  than  at  present, 
and  consequently  a  number  of  clerks  could  at  once  be  available  for  work  on  the 
cards. 

While  the  board  has  not  yet  traced  in  detail  the  different  classes  of  cases  through 
the  office,  it  finds  that  in  the  pension-record  division  9  clerks  are  employed  in  record- 
ing calls  for  information  from  the  volunteer  rolls  and  records,  and  distributing  them 
to  the  two  divisions  of  rolls  and  records  for  search.  This  record  is  kept  in  order  that 
the  number  of  calls  received  and  answered  may  be  known,  and  that  inquiries  regard- 
ing their  status  may  be  replied  to.  If  the  9  clerks  in  this  division  were  assigned  to 
the  work  of  answering  calls,  about  70  more  cases  a  day  could  be  reported  upon ;  thus 
lessening  the  number  of  inquiries  concerning  delayed  cases,  saving  the  delay  of  two 
days  now  caused  by  entering  and  charging  out  the  cases  in  the  seven  books,  increas- 
ing the  output  of  the  office  by  about  1,700  cases  a  month,  and  hastening  the  transfer 
of  clerks  from  the  work  of  searching  the  rolls  to  that  of  making  index-record  cards. 
To  readily  find  a  case  the  date  of  the  call  must  be  given,  otherwise  the  search  must 
be  made  in  three  books  for  a  case  one  year  old.  If  all  calls  were  answered  promptly 
(say  within  one  week)  it  is  apparent  that  there  would  be  but  very  few  inquiries 
about  delayed  cases.  After  the  calls  have  been  answered  the  records  are  of  no  use, 
as  a  second  call  for  information  concerning  the  same  man  is  entered  anew,  the  pre- 
vious entry  not  being  looked  up. 

In  the  Paymaster-General's  office  no  record  is  kept  of  the  calls  (about  2,400  a 
month;  for  information  from  the  volunteer  records  in  his  office,  for  the  reason  that  to 
do  so  would  delay  the  answering  of  calls.  They  are  now  simply  stamped  with  the 
date  of  receipt  and  counted.  If  in  place  of  the  date  of  receipt  stamp  now  used  in 
the  pension  record  division,  Adjutant-General's  office,  an  automatic  numbering  and 
dating  stamp  were  used,  it  would  both  show  the  date  of  receipt  and  accurately  count 
the  cases  at  one  operation. 

The  board  recommends  that  the  pension-record  division  of  the  enlisted  volunteer 
pension  branch  be  discontinued,  and  that  the  clerks  employed  therein  be  assigned  to 
answering  calls  from  the  pension  and  other  offices 


42 

The  Tinatiswered  calls  in  the  first  and  second  divisions  of  the  volunteer  rolls  and 
records  on  hand  July  1,  1888,  were  11,986,  some  of  the  uncomplicated  pension  cases 
hein^  three  weeks  old,  while  some  complicated  pension  cases  are  two  months  old,  and 
the  calls  from  the  Second  Auditor's  office  three  months  okl.  The  board  is  of  opinion 
that  measures  should  be  at  once  taken  to  bring  this  work  up  so  that  no  calls  shall 
remain  unanswered  longer  than  one  week. 

Kespectfully  submitted. 

.John  Twkedale, 

L.    W.   TOLMAi^, 

Jacob  Frech, 

Memhera  of  Board. 
Hon.  William  C.  Endicott, 

Secretary  of  War. 


Exhibit  A. 

Bosicorth,  Clement  A.  rank,  private  Co.  A,  182d  TiegH,  New  York  Infantry  (Q9th  N.  T. 

S.  N.  G.  A.). 


Co.  M.  I.  roll, 
dated.* 

Age. 

Ran^. 

Day. 

Month. 

Tear. 

"Where. 

By  whom. 

Term. 

Private 

12th. 

Sept. . . 

1862 

New  York.. 

Capt.  Sullivan.... 

3yr8. 

*  Mustered  in  Newport  News,  Va.,  Nov.  17th,  1862. 

Remarks:  On  detached  service  in  New  York  since  Nov.  8tb,  1862,  by  order  of  Col.  Murphy.    No. 
and  date  order  unknown. 


Muster  roll 
for- 

Last  paid. 

Bounty. 

Clothing. 

Paid. 

Due. 

Date  of  last 
settlement. 

Drawn  since. 

• 

Remarks. 

1862. 
Nov.l7 

Doiu. 

Dolls. 

Dolls. 

Present.  On  detached  service 

Nov.  17  to  Dec. 

at  New  York  since  Nov.  8, 
1862,  by  order  of  Brig.  Gen. 
Corcoran.    No.  and  date  of 
order  unknown. 
Present.    Not  yet  mustered 

3L 

1863. 

into  U.  S.  service.  Received 
no  pay. 

Apr  10 

U.  S.  service. 
Present. 

Presen  t.    Never  received  an  v 

May  and  June  . 
July  and  Aug.. 

Apr.30 

pay  from  date  enlistnient. 
Mustered  in  Apr.  29.  at  Suf- 
folk, by  Lieut.  Hunt. 
Present. 

June  30  '63 

Absent.    Detached    in   New 

York  for  conscripts  by  or- 
der of  Gen.    Heiutzleinan. 

1864. 
Jan.  and  Feb. .. 

Mar.  and  Apr.. 

"Vfav  t«n(l  .Tlinft 

June  30 

York  for  conscripts  by  order 
of  Gen.  Heintzlenian. 
Altsent.     Detaclied    in    New 

York  for  con.scr  ipts  by  order 
of  Gen,  Heiutzleinan. 
Pi'esent.     Returned  from  de- 

' 

tached  service  in  New  York 
and  arrest  for  desertion 
therefrom.  Duo  U.  S.  for 
clothing,  $9.54;  for  arrest, 
$30.00. 

Ab.sent.    Wounded  May  22. 

Present. 

Julv  and  Aug.. 
Sept.  and  Oct . . 

Dec.  31, '63  .. 



Au«'  31 

Present.     Due  TJ.  S.  bounty. 

i 
1 

1 

$27.00.    Due  by  U.   S.    for 
clothing  not  drawn,  $16.39. 

43 

Bo8Worth,  Clement  A.,  ranJc,  privale  Co.  J,  182d  BegH,  Kav  York  Infantry  (Q9th  N.  Y, 

S.  N.  G.  ^.)— Continued. 


Muster  roll 
for— 

Last  pp.id. 

Bounty. 

Clothing. 

• 

Paid. 

Due. 

Date  of  last 
settlement. 

Drawn  since. 

Kemarks. 

1864. 
Nov  End  Dec 

All"-.  .31 

DolU. 

DolU. 

Dolls. 

Pres(!nt.    Due  TJ.  S.  bounty 

1865. 

Dec.  31, '64  .. 

$-27.00.     Due    by  U.   S.  f{»r 
clothing,  $16.39. 
Corporal.     Presence    or    ab- 

Mar. and  Apr.. 
May  and  June . 

Dec.  31, '64  .. 
Dec  31  '64 

sence  not    stated.     Charge 

for  one  cartridge-box  belt. 
Present.     Due  TJ.  S.  for  cloth- 

ingoverdmwn$2.37.  Charge 

for  one  cross-belt. 
Present.     Dnv  U.  S.  for  cloth- 

ing overdrawn  $2  37.  Charge 
for  one  cross-belt. 

Mustered  out : 

With  company. 

When. 

Where. 

■ 
Last  paid. 

Clothing. 

Bounty. 

Equipments 
lost,     etc. 
Retained. 

Rank. 

r 

Month. 

Year. 

Last  settled. 

Drawn 
since. 

6 

Corporal.  1    15 

t 

July.. 

1865 

Near  Washing- 
ton, D.  C. 

Dec.  31, 1864 

Sept.  1,1864 

$54.50 

25 

75 

$6.00 

Remarks  :  < 

:;barge  fqr  one  cross-belt.     Age  27  years. 

Month. 

Regimental  returns. 

Month. 

Regimental  returns. 

BEMABES  ON  BEPOBT  OF  THE  WAB  DEPABTMENT  BOABD  ON  BUSINESS 

METHODS. 


CARD-INDEX  RECORDS  OF  ROLLS  OF  THE  LATE  VOLUNTEER  FORCES. 

The  narrative  portions  of  the  report  is  an  accurate  description  of  the  minutisB  of 
the  work  of  transcribing  on  printed  forms  of  *' card-index  record"  all  the  informa- 
tion the  rolls  attord  concerning  the  military  history  of  a  soldier. 

The  first  recommendation  of  the  Board  is  for  printing  the  card-index  records  "as 
fast  as  a  regiment  is  completed,  and  the  distribution  of  copies  to  the  diflerent  Bureaus 
requiring  the  information." 

I  can  not  concur  in  this  recommendation,  for  the  following  reasons: 

1.  The  time  that  would  be  required  in  reading  and  correcting  proofs  would  neces- 
sarily retard  the  prompt  preparation  of  answers  to  calls  for  information  from  the 
Pension  and  other  Bureaus. 

2.  The  record  given  in  the  cards,  whilo  correct  so  far  as  the  rolls  are  concerned,  is 
not  absolutely  reliable,  as  in  many  instances  the  entries  on  the  rolls  are  reliable  only 
when  verified  by  other  records  not  entered  at  present  on  the  cards.  As  the  dual  pri- 
niary  objects  of  the  card  system  are  to  obviate  the  handling  of  the  rolls  and  to  record 
in  compact  form  the  information  they  contain,  hence  no  part  of  the  record  of  the 
soldier  coutained  in  company  and  regimental  books,  and  other  records,  is  now  entered 
on  the  cards,  as  to  do  so  would  greatly  retard  the  copying  of  the  rolls,  which  is  the 
primary  object.  I  desire  to  emphasize  this  fact  to  correct  a  widespread  opinion  that 
a  correct  abstract  from  the  rolls  furnishes  a  complete  military  history  of  any  given 
man. 


44 

In  view  of  this  fact  the  printing  of  the  card-index  record  at  present  would  not  he 
of  henefit  and  the  distrihtition  of  the  record  cards  to  other  Bureaus  woukl  he  open  to 
serious  ohjectious  and  tend  to  confusion. 

The  supposed  ohjection  to  the  recommendation  of  the  hoard,  that  such  puhlication 
might  allord  the  hasis  for  the  prosecution  of  claims  is,  as  represented  hy  the  hoard, 
without  valid  ground,  and  is  not  cnnsidered. 

The  real  objection  is  that  the  record  given'hy  the  cards,  while  correct  as  to  the  rolls, 
is  incomplete,  and,  as  stated  above,  in  many  cases  the  entries  on  the  rolls  are  shown 
on  investigation  of  other  records  to  he  erroneous;  while,  as  stated  hy  the  board, 
many  of  the  States  have  published  the  military  Yecords  of  their  troops  during  the  late 
war,  based,  in  part,  on  data  furnished  by  this  office;  such  printed  records  are  simply 
historical,  and  it  is  suggested  for  careful  consideration  whether  similar  records  printed 
for  this  ofhce  could  properly  be  accepted  by  the  auditing  officers  as  the  *'  official"  hasis 
for  action. 

All  complex  systems  of  necessity  involve  division  of  duties  and  responsibilities.  It 
is  a  correct  rule  of  our  .administrative  systems  that  the  auditing  officers  of  the  Gov- 
ernment are  ^pendent  on  other  officers  for  the  official  information  needed  to  enable 
them  to  pass  on  the  validity  of  claims,  aud,  therefore,  even  if  absolutely  complete  mili- 
tary histories  were  now  compiled  in  this  office,  the  printing  of  such  records  and  dis- 
tribution to  other  Bureaus  of  the  Government  would  present  a  grave  question,  as  in 
this  case.  For  instance,  for  volunteers,  the  military  records  of  this  othce  would  vir- 
tually be  transferred  to  the  Pension  Office,  and  the  Adjutant-General,  instead  of  an 
.  active  executive  officer,  would  simply  become  the  mere  custodian  of  the  original  rolls. 
For  these  reasons  the  further  recommendation  for  the  printinii  and  distribution  of  the 
cards  of  the  One  hundred  and  sixty-fourth  New  York  Volunteers,  just  completed,  is 
not  concurred  in. 

The  next  recommendation  of  the  board  is  that  all  the  cards  for  a  regiment  should 
he  arranged  in  one  alphabetical  series  instead  of  by  companies,  and  the  reason  assigned 
is  that  such  an  arrangement  would  facilitate  the  search  for  the  record  of  a  member  of 
a  regiment  whose  rank  and  company  is  not  remembered  by  him,  or  known  to  his 
friends;  cases  which,  the  hoard  adds,  must  increase  in  frequency  with  the  lapse  of 
time. 

The  existing  system  of  military  records,  National  and  State,  affords  such  facilities 
for  locating  individual  soldiers  by  companies  that  the  reason  given  for  the  change  to 
a  regimental  arrangement  of  names  loses  much  of  its  force,  and  it  is  not  therefore 
deemed  advisable  to  chauge  the  present  method  of  arrangement  by  companies,  which 
preserves  intact  the  unit  of  military  organization  throughout  the  service. 

The  suggestion  that  when  the  rolls  of  a  State  have  been  printed  it  will  be  practica- 
ble to  arrange  the  cards  in  alphabetical  series  for  the  States,  simply  tends  further  to 
obliterate  all  military  organizations,  converting  military  records  into  a  vast  agglom- 
eration of  individual  records  without  relation  or  co-ordination,  and  its  supposed  ad- 
vantages are  not  commensurate  with  the  utter  impossibility,  without  reference  to  the 
original  rolls — a  reference  which  the  card  system  renders  unnecessary — to  determine 
the  personnel  of  a  given  command. 

To  facilitate  the  work  of  the  copyists  in  the  preparation  of  the  cards  the  hoard 
suggests  the  adoption  of  cylinders  on  which  the  rolls  may  he  mounted  while  being 
copied. 

While  no  special  objection  is  seen  to  giving  this  decision  a  practical  test,  and  the 
size  and  condition  of  the  roll  (repaired,  when  needed,  before  being  given  to  the 
copyist)  not  considered  a  serious  drawback  to  the  copyist,  it  is  thouojht  that  to  place 
a  roll  on  the  cylinder,  clamp  it,  the  continuous  changing  and  clamping  would  neces- 
sarily consume  more  time  than  at  present  with  the  use  of  long  steel  rulers,  readily 
moved  from  line  to  line  as  needed. 

The  fourth  recommendation  of  the  board  is  that  hereafter  when  a  call  is  received 
for  the  full  military  history  of  soldiers  from  the  rolls  of  a  regiment  which  has  not  yet 
been  carded,  that  the  searchers  fill  up  cards  similar  to  those  prepared  in  the  card- 
index  record  division,  adding,  of  course,  result  of  search  made  of  any  other  record  to 
answer  the  call.  These  cards  to  be  printed  in  copying  ink  and  ])ress-copied.  The 
press-copy  to  be  furnished  the  officer  making  the  call,  while  the  original  cards  should 
be  tiled  alphabetically  by  regiments,  thus  furnishing  ready  information  for  any  sub- 
sequent calls  in  those  cases. 

It  is  not  possible,  in  this  brief  paper,  to  do  more  than  indicate  some  of  the  many 
practical  reasons  which  should  juevent  the  adoption  of  this  purely  theoretical 
recommendation. 

A  card-record  slip  is  a  fnll  record  of  entries  found  opposite  the  name  of  a  man  on 
the  muster-in,  muster-out,  and  each  aud  every  intermediary  muster  roll ;  while,  in  a 
report  to  the  Pension  Office,  after  noting  date  of  commencement  of  service,  the  clerk's 
examination  of  subsequent  rolls  is  limited  to  observing  whether  the  soldier  is  re- 
ported "present,"  without  making  a  record  of  each  entry,  until  he  reaches  a  roll  in- 
dicating a  change  of  status.  ♦ 


45 

One  is  a  complete  record  of  entries  made  on  the  original  rolls,  the  other  is  a  brief 
r^sum^  of  service,  and  it  is  hardly  necessary  to  add  that  an  attempt  to  combine  them 
wonld  entail  great  loss  of  time  in  the  preparation  of  reports. 

The  card- record  slip  is  carefully  verified.  The  report  is  simply  examined  before 
being  sent  out.  The  tirst  can  be  accepted  as  an  official  permanent  record ;  the  sec- 
ond, for  obvious  reasons,  can  not  and  should  not. 

Twelve  thousand  reports  are  made  monthly.  To  press-copy  thera  would  divert 
much  time  from  more  important  work,  not  to  speak  of  additional  time  required  to 
properly  assort  the  originals.  Another  consideration  is  that  the  crowded  condition 
of  the  rooms  attbrds  not  an  inch  of  space  for  the  filing  of  these  numerous  papers. 

The  statement,  that  in  view  of  the  approaching  completion  of  the  work  in  the  pension 
and  record  division  of  the  Surgeon-General's  Office,  one  hundred  clerks  can  probatfly, 
a  year  hence,  be  transferred  to  the  record  slip  division  of  this  office,  is  one,  when  the 
time  arrives,  for  the  action  of  the  Secretary  of  War.  It  is  unnecessary  to  add  that 
such  a  large  addition  to  the  force  would  very  materially  increase  results,  and  if  suit- 
able accommodations  be  provided,  such  a  transfer  will  be  highly  desirable.  The 
regular  force  of  the  record  slip  division  is  increased  as  rapidly  as  consistent  with  the 
volume  of  business  in  other  divisions.  The  reduction  of  business  connected  with 
answers  to  calls  for  information  from  the  rolls  depends  necessarily  on  tlie  number  of 
such  calls  received,  and  this  number  can  not  be  anticipated.  For  instance,  while  the 
monthly  average  of  calls  received  since  July,  1887,  has  been  11,921,  the  number  re- 
ceived in  February,  March,  April,  Mav,  and  October  of  this  year  has  ranged  from 
13,174  to  17,205. 

The  alternative  is  suggested  by  the  board  that  all  hospital  records,  by  retrausfer 
to  the  Surgeon-General's  Office,  would  relieve  a  number  of  clerks  in  this  office  and 
that  such  a  transfer  would  enable  the  office  to  answer  many  more  calls. 

Prior  to  1884  hospital  records  of  every  description  were  found  in  the  Adjutant- 
General's  and  Surgeon-General's  Offices,  and  with  a  view  to  a  proper  division  of  this 
class  of  records,  an  arrangement  was  carried  out,  with  tlie  sanction  of  the  Secretary 
of  War,  whereby  all  records  of  regimental  hospitals  then  with  the  Surgeon-General 
were  transferred  to  this  office,  while  to  his  office  were  transferred  all  medical  records 
not  strictly  regimental,  viz,  records  of  medical  directors  of  departments,  general,  corps, 
division,  and  brigade  hospitals,  etc. 

The  proper  division  brought  together,  in  this  office,  all  military  records  of  soldiers 
while  under  regimental  control,  and  has  resulted,  as  anticipated,  in  greatly  facilitating 
the  rendition  of  reports  and  simplifying  the  business  between  the  two  offices  and  the 
Pension  Bureau. 

The  alternative  proposition  should  not  therefore  be  entertained,  as  its  direct  effect 
would  be  to  recreate  the  confusion  of  records  existing  prior  to  1884. 

The  last  recommendation  of  the  board  is  to  discontinue  the  peusicm  record  division. 
Unless  it  is  formally  assumed  that  the  numerous  calls,  verbal  and  written,  from  Sena- 
tors, Members,  and  others,  for  information,  should  be  disregarded  and  left  unanswered, 
the  pension  record  division  is  a  necessity  and  its  existence  very  materially  lessens  the 
time  needed  to  answer  such  calls,  and  assures  to  the  office  a  concise  record  of  all  cases 
received  and  answered. 

Respectfully  submitted.  E.  C.  Drum, 

Adjutant- General. 

[Received,  War  Department,  January  3, 1889.] 


War  Department,  January  18,  1889. 

Having  carefully  considered  the  report  of  the  board  on  the  ''card-index  records  of 
the  rolls  of  the  late  volunteer  force"  and  the  remarks  of  the  Adjutant-General  thereon, 
I  am  of  opinion  that  a  practical  test  of  the  value  of  the  system,  which  has  been  com- 
menced, can  only  be  made  by  printing  and  distributing  to  the  proper  officers  the 
card-index  of  the  muster-rolls  of  one  regiment. 

It  is  therefore  ordered  that  the  card-index  of  the  rolls  of  the  One  hundred  and 
sixty-fourth  New  York  Volunteers  be  printed  and,  to  facilitate  search,  that  the  cards 
of  said  regiment  be  arranged  in  one  alphabetical  list.  Requisition  will  accordingly 
be  made  upon  the  Public  Printer  for  not  less  than  three  hundred  copies  of  the  work, 
the  printed  volume  to  contain  a  statement  on  the  title-page  that  it  is  a  transcript  of 
the  muster-rolls  onlj^. 

When  printed  the  book  will  at  once  be  distributed  to  all  officers  of  the  Government 
who  need  a  copy  in  the  performance  of  their  duties.  Each  officer  to  whom  one  or 
more  copies  may  be  sent  will  be  requested  to  report  as  early  as  possible  whether  the 
book  is  of  value  in  the  dispatch  of  public  business. 

This  will  enable  the  Department  to  report  to  Congress  definite  information  as  to 
the  cost  and  value  of  the  work. 

William  C.  Endicott, 

Secretary  of  War. 


46 

Appendix  No.  6. 
credit  requisitions. 

War  Department, 
Board  on  Bcsiness  Methods, 

August  6,  1888. 
The  following  letter  from  the  Secretary  of  the  Treasury  conveying  recomnieudations 
of  the  Treasury  Coraraissiou  that  the  War  Department  prepare  credit  requisitions  from 
lists  of  deposits  furnished  by  the  book-keepers  division  of  the  Third  Auditor's  office, 
was  referred  to  this  board  by  the  Secretary  of  War: 

Treasury  Department,  Office  of  the  Secretary, 

Washington,  D.  C,  July  21,  1888. 
Sir:  I  have  the  honor  to  invite  your  attention  to  the  following  recommendations 
of  the  Treasury  commission,  being  certain  changes  in  the  j)re8ent  business  methods 
in  the  book-keepers  division  of  the  Third  Auditor's  office,  viz  : 

(1)  That  certiticates  of  deposit  issued  by  national  banks  and  by  the  Treasurer  and 
assistant  treasurers,  to  the  order  of  the  various  United  States  disbursing  officers,  be 
listed  on  one  and  the  same  list,  the  heading  of  said  list  to  read  *'U.  S.  Treasury  and 
National  Banks." 

(2)  That,  at  option,  more  than  one  certificate  of  deposit  be  listed  on  each  of  the 
lists  sent  to  the  Commissioner  of  Pensions  for  requisition  to  issue. 

(3)  That  the  War  Department  and  the  Interior  Department  be  requested  hereafter 
to  make  out  their  own  credit  requisitions  from  the  lists  sent  to  them  from  the  book- 
keepers division  of  the  Third  Auditor's  office. 

As  the  recommendations  include  a  request  that  your  Department  hereafter  make 
out  your  own  credit  requisitions  which  appear  to  have  been  heretofore  made  out  in 
'the  book-keepers  division  of  the  Third  Auditor's  office,  I  have  the  honor  to  submit 
the  matter  for  your  consideration,  and,  if  approved  by  you,  to  request  that  you  issue 
the  necessary  instructions  to  carry  into  effect  the  changes  recommended  by  the  com- 
mission so  far  as  they  relate  to  your  Department. 

If  the  proposed  change  meets  with  your  approval,  please  so  advise  me,  and  any 
blank  requisitions  now  on  hand  in  the  Third  Auditor's  office,  or  further  details  con- 
cerning the  work  desired  by  you,  will  be  furnished. 
Respectfully,  yours, 

C.  S.  Fairchild, 

Secrela7'y. 
The  Secretary- OF  War. 

Upon  investigation  it  is  found  that  deposit  requisitions  are  prepared  in  the  office  of 
the  Second  and  Third  Auditors,  for  the  signature  of  the  Secretary  of  War,  from  de- 
posit lists  made  up  from  the  certificates  of  deposit  passing  through  those  offices  ;  that 
the  unsigned  deposit  requisitions  are  forwarded  to  the  Secretary  of  War  for  signature, 
together  with  the  deposit  lists  upon  which  they  are  based;  that  while  it  is  not  known 
under  what  order  or  understanding  the  practice  of  preparing  these  requisitions  in 
the  Treasury  Department  arose,  it  has  been  found  to  be  a  convenient  arrangement,  so 
far  as  the  War  Department  is  concerned,  as  this  Department  is  saved  that  much  cler- 
ical labor,  the  number  of  credit  requisitions  received  per  mouth  averaging  one  hun- 
dred and  fifty. 

The  Treasury  commission  recommends  that  the  War  Department  be  requested  here- 
after to  make  out  its  own  credit  (deposit)  requisitions  from  the  lists  sent  to  it  from 
the  book-keepers  division  of  the  Third  Auditor's  office. 

Considering  the  tw6  Departments  together,  the  change  if  adopted,  would  neither 
increase  nor  diminish  the  amount  of  clerical  labor  now  bestowed  upon  these  requisi- 
tions, and  therefore  no  reason  can  be  assigned  why  the  War  Department  should  not 
prepare  its  own  requisitions. 

The  board  is  of  opinion,  however,  that  a  great  amount  of  clerical  labor  can  be 
saved  in  the  two  Departments,  and  the  multiplication  of  papers  avoided  by  the  adop- 
tion of  a  form  upon  a  single  sheet  of  paper,  which  would  answer  all  the  purposes  of 
the  three  papers  by  which  War  Department  deposits  are  now  covered  into  the  Treas- 
ury, and  known  respectively  as  "a  deposit  list,"  a  "deposit  requisition,"  and  a  "re- 
pay covering  warrant." 

This  consolidated  form,  or  "  deposit  list-requisition-warrant,"  is  appended  to  this 
re})ort  as  exhibit  A. 

It  will  be  found  to  differ  from  the  present  form  of  deposit  lists  (see  Exhibits  B,  E, 
H,  L,  O,  and  R)  in  that  it  contains  six  separate  columns  for  appropriations,  thus  allow- 
ing of  the  entry  on  one  line  of  a  dex)08it  of  moneys  pertaining  to  ditterent  a}>propria- 
tions  ;  the  present  form  requires  a  separate  line  for  each  appropriation  to  which  a  de- 
posit pertains. 

A  separate  column  for  such  moneys  of  the  deposit  as  pertain  to  "  miscellaneous  re- 


47 

ceipts"  dispenses  with  the  necessity  of  making  a  separate  explanatory  note,  which 
is  now  made  ou  the  deposit  lists.     (See  Exhibits B  and  E.) 

The  introduction  of  separate  columns  for  ditferent  appropriations  permits  of  the 
entry  of  many  more  deposits  on  a  list  of  the  usual  size,  and  in  order  to  illustrate  this 
grai)hically  six  actual  deposit  lists  (Exhibits  B,  E,  H,  L,  O,  and  K)  which  accoui- 
panied  six  requisitions  prepared  for  the  signature  of  the  Secretary  of  War  in  the 
book-keepers  division  of  the  Third  Auditoi-'s  office,  have  been  entered  on  the  one 
consolidated  form  (Exhibit  A).  Copies  of  the  six  requisitions  referred  to  are  also  ap- 
pended to  this  report  as  Exhibits  C,  F,  I,  M,  P,  and  8.  It  will  be  observed  that  the 
order  of  the  entries  as  they  appear  on  deposit  lists  must  be  rearranged  on  the  requi- 
sitions now  in  use  in  order  that  all  the  deposits  relating  to  any  one  appropriation  may 
appear  together,  and  the  amount  deposited  to  the  credit  of  each  appropriation  be 
clearly  represented. 

The  proposed  form  meets  this  requirement  fully  as  each  appropriation  has  a  sepa- 
rate coluinn.  Should  the  list  embrace  moneys  deposited  to  the  credit  of  appropriations 
having  the  same  title,  but  pertaining  to  two  ditierent  years,  this  distinction  can 
readily  be  made  by  footing  the  total  for  each  year  separately,  and  indicating  the  years 
opposite  the  respective  totals. 

On  the  reverse  side  of  the  form,  will  he  found  a  complete  requisition,  and  a  com- 
plete warrant,  each  so  worded  that  it  will  not  be  necessary  to  repeat  any  of  the  items 
noted  ou  the  list  of  deposits  except  the  number  of  the  deposit  list,  and  the  total 
amount  to  be   "covered  in." 

The  requisition  and  warrant  so  appearing  on  this  form,  answer  the  purposes  of  the 
six  requistions  appended  to  this  report  as  Exhibits  C,  F,  I,  M,  P,  and  S,  and  the  six 
warrants  appended  as  Exhibits  D,  G,  K,  N,Q,  and  T. 

The  board  is  informed  that  the  deposit  lists,  requisitions,  and  warrants  are  filed  in 
separate  offices  in  the  Treasury  Department;  should  this  not  prove  to  be  an  insuper- 
able objection  to  the  consolidation  of  the  three  documents  into  one,  it  is  evident 
that  a  large  amount  of  clerical  labor  would  be  saved,  for  after  a  list  is  prepared  it 
will  no  longer  be  necessary  to — 

(1)  Re-arrange  the  items  on  the  list  according  to  appropriation. 

(2)  Make  new  computation  of  totals  in  accordance  with  such  arrangement. 

(3)  Copy  the  re-arranged  list  on  the  requisition. 

(4)  Examine  the  requisition  to  see  that  it  is  a  correct  copy. 

(5)  Copy  the  requisition  on  the  warrant,  and 

(6)  Examine  the  waiyant  to  see  that  it  is  correctly  copied. 

But  this  is  not  all  that  the  proposed  blank  will  accomplish.  While  it  may  require 
eight  signatures,  the  number  affixed  to  the  list,  requisition,  and  warrant  now  in  use, 
so  much  space  is  gained  by  the  introduction  of  colunms  for  separate  appropriations 
that  the  blank  will  ordinarily  take  the  place  of  six  or  more  sets  of  deposit  lists,  requi- 
sitious  and  warrants.  The  six  sets  of  lists,  requisitions,  and  warrants  appended  to 
this  report  require  forty-eight  official  signatures,  viz,  each  of  the  six  lists  is  signed 
by  the  chief  of  the  warrant  division.  Treasury  Department;  each  of  the  six  requisi- 
tions is  signed  by  the  Secretary  of  War,  the  Second  Comptroller,  and  the  Third  Au- 
ditor ;  each  of  the  six  warrants  is  signed  by  the  Secretary  of  the  Treasury,  the  First 
Comptroller,  the  Register,  and  the  Treasurer.  Thus  one  paper  is  substituted  foreight- 
een,  and  eight  signatures  for  forty-eight.  This  reduction  in  bulk  of  papers  is  alone 
an  important  consideration  in  view  of  the  large  number  of  deposit  lists,  deposit  requi- 
sitions and  repay  warrants  that  are  made  out  during  the  year,  from  all  of  which 
w^ould  be  eliminated  the  chance  of  error  likely  to  arise  in  copying  from  one  paper  to 
another,  and  from  a  second  to  a  third,  and  rendering  entirely  unnecessary  the  work 
of  comparing  these  copies. 

Should  such  form  be  adopted  the  hook-keepers  division  of  the  Third  Auditor's  of- 
fice would  be  at  once  relieved  from  the  task  of  i)reparing  deposit  requisitions,  as  rec- 
ommended by  the  Treasury  commissiou. 

The  board  also  deems  it  proper  to  express  its  opinion  that  a  great  saving  of  time 
and  labor  can  be  effected  and  possibility  of  error  due  to  copying  avoided  by  the  con- 
solidation upon  one  sheet  of  the  following  papers:  (1)  The  letter  of  request  of  the 
head  of  a  Bureau  that  the  Secretary  of  War  issue  an  accountable  requisition;  (2)  the 
accountable  requisition  based  upon  such  request;  and  (3)  the  accountable  warrant 
hased  upon  such  requisition. 

When  it  is  necessary  to  place  public  moneys  pertaining  to  one  or  more  appropria- 
tions to  the  credit  of  a  disbursing  officer,  the  proper  head  of  Bureau  forwards  a 
letter  (Exhibit  U)  to  the  Secretary  of  War,  requesting  that  a  certain  sum  be  placed 
in  a  designated  depository  to  the  credit  of  the  officer  named,  for  which  he  is  to  he 
held  accountable,  and  to  be  charged  to  the  several  appropriations  iu  specified  amounts. 
This  request  is  then  copied  on  a  blank  form  of  "accountable  requisition"  (Exhibit 
V)  in  the  division  of  requisitions  and  accounts,  Office  of  the  Secretary  of  War, 
signed  by  the  Secretary,  and  forwarded  to  the  Secretary  of  the  Treasury,  when  the 
requisition  is  copied  on  a  blank  form  of  accountable  warrant  (Exhibit  W)  in  the 
warrant  division.  Office  of  the  Secretary  of  the  Treasury. 


48 

The  consolidated  form  to  take  tlie  place  of  these  three  documents  is  appended  to 
this  report  as  Exhibit  X. 

With  the  approval  of  the  Secretary  of  War  so  much  of  this  suggestion  as  looks  to 
the  consolidation  of  the  letter  of  request  and  the  requisition  has  been  carried  into 
eflect. 

The  letter  of  request  is  thus  reduced  to  one  line  on  the  margin  of  the  requisition, 

containing  the  words  '*  Requested  by ,"  and  a  space  for  the  signature  of  the 

head  of  the  Bureau.  The  body  of  the  requisition  is  tilled  out  in  the  Bureau,  thus 
saving  the  labor  of  copying  from  a  letter  on  a  requisition  as  is  now  done  in  the  divis- 
ion of  requisitions  and  accounts.  In  the  proposed  blank  the  lower  halt  is  a  complete 
warrant  so  worded  that  it  will  not  be  necessary  to  repeat  any  of  the  items  noted  on 
the  requisition,  except  the  number  of  the  requisition  and  the  total  amount  to  be  placed 
to  the  credit  of  the  officer. 

While  the  proposed  consolidated  form  (Exhibit  X)  will  require  as  many  signatures 
as  now  appear  on  the  request,  requisition,  and  warrant,  it  reduces  those  three  papers 
to  one,  saves  two  copyings,  diminishes  the  possibility  of  error,  and  prevents  the  ac- 
cumulation of  duplicate  or  triplicate  files  X)ractical]y  containing  identical  informa- 
tion. 

The  board  therefore  suggests  that  the  question  of  the  adoption  of  these  consolidated 
forms  (Exhibits  A  and  X)  be  submitted  to  the  Secretary  of  the  Treasury  for  his  con- 
sideration. 

Respectfully  submitted. 

John  Tweedale, 
L.  W.  Tolman, 
Jacob  Frech, 

Hon.  William  C.  Endicott,  Members  of  Board. 

Secretary  of  War. 


Exhibit  A. 

DEPOSIT   requisition.      WAR  DEPARTMENT. 

No.  5435. 

To  the  Secretary  of  the  Treasury  : 

Sir:  Please  issue  a  warrant  on  the  persons  named  in  within  deposit  list  No.  89  | 
1068,  in  favor  of  the  Treasurer  of  the  United  States  for  eight<?en  hundred  and  fifty- 
two  dollars  and  twenty-one  cents,  to  go  to  the  credit  of  the  specified  appropriations. 

Given  under  my  hand  this  1st  day  of  August,  1888. 

$1,852.21.  William  C.  Endicott, 

Secretary  of  War. 
Countersigned  August  2, 1888. 

S.  Butler, 

Second  Comptroller. 
Registered  August  3, 1888. 

Jno.  S.  Williams, 

Third  Auditor. 

WAR  REPAY  COVERING  WARRANT.      TREASURY  DEPARTMENT. 
No.  1021. 

$1,852.21. 

To  th" persons  named  icithin  : 

Pay  to  the  Treasurer  of  the  United  States,  to  be  credited  to  the  appropriations 
named  within,  eighteen  hundred  and  fifty-two  dollars  and  twenty-one  cents,  amount 
of  deposits  to  his  credit,  pursuant  to  foregoing  recjuisition  duly  countersigned  and 
registered.    And  for  so  doing  this  shall  be  your  warrant. 

Given  under  my  hand  and  seal  of  the  Treasury  Department  this  fifth  day  of  August, 
1888. 

I.  H.  Maynard, 
Assistant  Secretary. 
Countersigned. 

M.  J.  Durham, 
First  Comptroller. 
Registered. 

W.  S.  Ro.4ecran8, 

Register. 
Office  of  the  Treasurer  of  the  United  States. 

James  W.  Hyatt, 

Treasurer. 
Received  Aujrust  7,  1HH8. 


49 

Deposits  to  the  credit  of  the  Treasurer  of  the  United  States  in  the  undermentioned  deposito- 
ries  during  the  first  quarter  of  1889,  on  account  of  appropriations,  under  the  direction  of 
the  War  Department. 

Office  of  the  Third  Auditor  of  the  Treasury.  ? 
List  No.  89  I  1068.  Form .     5 


Deposits. 

For  whose  credit- 

Appropriations. 

t 

Date. 

Place. 

^ 

p4 
6 

d 

.s 

o 

5 

a  « 

M 

1. 
u 

!■ 

it 

ii 

1 
^ 

00 

1888. 
July   2 

A.  Tr.,  San 
Franci  s  c  o , 
Cal. 

....do 

....do 

Tr.,  Washing- 
ton, D.  C. 

1st  N.  B.,  Den- 
ver, Colo. 

IstN.B.,  Port- 
land, Oreg. 

IstN.B.,  Rock 
Island,  Ills. 

Los     Angeles 

N.B.,Cal. 
.-..do 

....do 

Ist  N.  B.,  Hel- 
ena, Mont. 

San  Antonio 
N.  B.,  Tex. 

1st  N.  B.,  St. 
Paul,  Minn. 

Omaha  N.  B., 
Neb. 

IstN.B.,  Port- 
land, Oreg. 

A.  Tr.,  New 
York,  N.  Y. 

Tr.,  Washing- 
ton, D.  C. 

Total.... 

Lt.     Wm.      H. 

Smith. 

Lt.D.E.  Holley. 
Lt.  L.  H.  Stroth- 

Lt  W.  M.  Will- 
iams. 
Lt.R.  N.Getty-. 

Lt.  W.  W.  Mc- 
Cammon. 

Capt.  Jas.  Rock- 
well, jr. 

Lt.  Jno.  A.  Bald- 
win. 

Lt.  Robt.  D. 
Read,  jr. 

Lt.  Geo.  Palmer. 

Lt.  H.  E.  Tuth- 
erly. 

Maj.  A.  J.  Mo- 
Gonniele. 

Lt.  Guy  Howard. 

Lt.  J.  W.  Sum- 
merhayes. 

Capt.  W.  S.  Pat- 
ten. 

Lt.A.  F.Curtis. 

Lt.  Col.  G.  B. 
Dandy. 

1888 

$9.34 

5.15 
10.51 

475. 31 

57.81 

11.12 

17.39 

1.44 

12.95 

16.53 

8.75 
42.28 
36.66 

$11. 55 

23.48 

405.60 

449.97 

5.15 
26.76 

720.70 

90.68 

39.68 

64.01 

13.43 

25.85 

44.85 
7.95 

51.05 

10.75 

166. 33 

38.92 

41.28 

54.85 

••      6 

"      9 

16.25 

241.22 

32.87 

28.56 

11.18 

12.90 

28.32 
7.95 



2.00 

124.05 

2.26 

-'    18 

$4.17 

$34. 00 

■n    14 

116. 30 

"    13 

♦'    16 

1.89 

$44.73 

-"    11 
"    13 

.81 

"    16 

"    17 
"    18 
^'      5 



51.05 

*'      9 

*'    10 

*'    12 

33.33 

7.95 
54.85 

"    17 



705. 24  .'51  ft- 11 

39.39 

107.53 

75.34 

405. 60 

1,  852. 21 

Correct: 

17958— 


W.  F.  MacLennan, 

Chief  Warrant  Div, 


50 


Exhibit  B. 

[Form  Xo.  7.] 
U.   S.  TREASURY. 


List  No.  ,  F  Y  89  I  1075.] 


[Covered  by  requisition  No. . 


Deposits  to  the  credit  of  the  Treasurer  of  the  United  States  in  the  undernamed  depositories 
during  the  first  quarter  of  1889,  on  account  of  appropriations  under  the  direction  of  the 
War  Department. 


Deposit. 


Date. 


1888. 
July  7 


18 


Place. 


A.  Tr.,  San  Fran- 
cisco, Cal. 


...do 

...do  


Tr.,"Washington, 
D.C. 


For  whose  credit. 


Lieut.  Wm. H.Smith.. 


Lieut.  D.E.Holley.... 
Lieut.  L.  H.  Strother  . . 


Lieut.  W.M.Williams. 


Total  deposit $754.70 

Miscl.  receipts 34. 00 

Listed  by  3d  Aud'r.    720.70  t=  754. 70 


Appropriation. 


Eegular  supplies.  ..1888. 

Clothing,  &c "    . 

Const,  and  rep.  of  hos- 
pitals, 1888. 

Qrs.  for  hosp.  stewards, 
1888. 

Regular  supplies.  ..1888. 
Regular  supplies. .  .1888. 
Clothing,  &c "    . 

Regular  supplies.  ..1888. 
In<yd't'l  expenses..  "  . 
Clothing,  &c "   . 


Amount 
of  each 
appropri- 
ation. 


$9.34 
11.55 
23.48 

405.60 


10.51 
16.25 


475.31 

4.17 

241.  22 


Total 
amount 
of  each 
deposit. 


$449.97 
5.15 


26.76 


720.  70 
1,  202. 58 


Third  Auditor's  Office, 

July  23,  1888. 
Book-keeper's  Division. 


Indorsed  on  back : 


Treasurer's  Office, 

Jul.  23.  1888. 

Division  of  Accounts. 


Correct : 


"W.  F.  MacLknnax, 

CKf  Warrant  Division. 


51 

Exhibit  C. 

[Office  of  the  Third  Auditor  of  the  Treasury,    Form  11.    Deposit  requisition.] 

WAR  DEPARTMENT. 


No. 


To  the  Secretary  of  tlw  Treasury : 

Sir:  Please  issue  a  warrant  on  the  persons  named  below  in  favor  of  the  Treasurer 
of  the  United  States  for  one  thousand  two  hundred  and  two  dollars  and  fifty-eight 
cents,  being  amount  deposited  to  the  credit  of  the  Treasurer  of  the  United  States,  as 
per  list  of  deposits  No.  89-1075,  herewith,  to  go  to  the  credit  of  the  under-mentioned 
appropriations. 

Given  under  my  hand  this  1st  day  of  August,  1888. 
$1,202.58. 


Countersigned  August  2,  1888. 


Registered  August  3d,  1888. 


Wm.  C.  Endicott, 

Secretary  of  War. 

S.  Butler, 

Second  Comptroller. 

Jno.  S.  Williams, 

Third  Auditor. 


Name  and  rank. 

Appropriation. 

Period. 

Amount. 

Total. 

Lieut.  Wm.  H.  Smith 

1888 

$9.34 

5.15 

10.51 

475.  31 

"     D  E   Holley 

(\o 

"     L.  H.  Strother 

do 

"     "W.M.Williams • 

do ; 

$500.  31 
4.17 

Do 

Lieut  Wm  H  Smith  .... 

Clothinff  &c                          .  •  • 

11.-55 

16.25 

241.22 

"     L.  H.  Strother 

do 

"     W.M.Williams 

do 

Lieut.  Wm.  H.  Smith 

Const,  and  rep.  of  hospitals 

Ora    for  hnan    stftwards         

269.02 
23.48 

Do         .        ..             .... 

405. 60 

$1, 202. 58 

War  Department, 

Jul.  26,  '88. 

13171 

Division  of  Requisitions  and  Accounts. 


52 


Exhibit  D. 

(Office  of  the  Secretary  of  the  Treasury  division  of  warrants,  estimates,  and  appropriations.    Form 

61.    Repay  covering  warrants,] 


TRASURY  DEPARTMENT. 


No. 


To  Lieut.  Wm.  H.  Smith  and  three  others  : 

Pay  to  the  Treasurer  of  the  United  States,  to  be  credited  to  the  appropriations  named 
in  the  margin  of  this  warrant,  one  thousand  two  hundred  and  two  dollars  and  fifty- 
eight  cents.  Amount  of  deposits  to  credit  of  the  Treasurer,  as  per  list  No.  89-1075 
herewith,  pursuant  to  a  requisition.  No.  5441,  of  the  Secretary  of  War,  dated  August 
1,  1688,  countersigned  by  the  Second  Comptroller  of  the  Treasury  and  registered  by 
the  Third  Auditor.    And  for  so  doing  this  shall  be  your  warrant. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  5th  day  of 
August,  in  the  year  of  our  Lord  one  thousand  eight  hundred  and  eighty-eight,   and 
of  Independence  the  one  hundred  and  thirteenth. 
$1,202.58. 


Countersigned : 


Registered : 


H.  Mayxard, 
Assistant  Secretary. 

M.  J.  Durham, 

First  Comptroller. 

"W.   S.   ROSECRANS, 

liegister. 


Appropriations. 


188  .  Pay,  &c.,  of  the  Army 

1888.  Incidental  expenses  of  the  Quar- 

4 

188 

17 

188 ; 

188  .  Horses  for  cavalary  and  artil- 
lery  

188 

188  .  Ordnance,  ordnance  stores,  and 

188  .  Barracks  and  quarters 

suplies....        .............. 

188  .  Transportation  of  the  Army 
and  its  supplies 

188  .  Ordnance  service 

■ 

1888.  Clothing,  camp  and  garrison 
equipao^e       ... 

269 

Permanent— Arming  and  equip'ng 
the  militia 

09 

188  .  Subsistence  of  the  Army 

188  .  Expenses  of  recruiting     .... 

1888.  Cons,  and  repair  of  hospitals . . . 
1888.  Qrs.  for  hosp.  stewards 

.... 

23 
405 

202" 

48 

188  .  Medical  and  hospital  dopart- 

61) 

~T 

1888.  Regular  supplies  of  the  Quar- 
termaster's Department 

$ 

500 

31 

58 

Office  of  the  Treasurer  of  the  United  States. 
Received  August  7th,  1888. 

James  W.  Hyatt, 

Treasure^', 


53 

Exhibit  E. 

I  Form  No.  7.] 
U.   S.   TREASURY. 


List  No.  1108.    F.  Y.  1889. 


Covered  by  requisition  No.  5447. 


Deposits  to  the  credit  of  the  Treasurer  of  the  United  States  in  th,e  under-named  depositories 
during  the  first  quarter  o/1889,  on  account  of  appropriations  under,  the  direction  of  the 
War  Department. 


Deposits. 

For  whose  credit. 

Appropriation. 

Amount 
of  each 
appro- 
priation. 

Total 
amount 

Date. 

Place. 

of  each 
deposit. 

1888. 
July  U 

1  St  N.B.,  Denver, 
Colo. 

l8tN.B.,Portland, 
Oreg. 

IstN.B.,  Rock  Isl- 
and, 111. 

Lt.  R.N.  Getty 

Regular  supplies,  1888  . 
Clothing,  &c 

$57. 81 
32.87 

11.12 
28.56 

Total  depo8it.$206. 98 

Misc'l,  receipts...  116.30 
Listed  by  3d  Aud'r    90.68 

Regular  supplies,  1888  . 
Clothing,  &c 

$90.68 

••     13 

206.  98 
Lt.  "W.  W.  McCammon .... 

Capt.  Jas.  Rockwell,  jr . . . . 

Regular  supplies,  1888  . 
Inc'd't'l  expenses 

39.68 

"     21 

17.39 

1.89 
44.73 

64  01 

194. 37 

Third  Auditor's  Office, 

Jul.  28, 1888, 
Book-keeper's  Division. 


Correct. 
7-28-88.    Q. 


"W.  F.  MacLennan, 

CKf  Warrant  Biv. 


54 


Exhibit  F. 
[Office  of  the  Third  Auditor  of  the  Treasury.    Form  11.    Deposit  requisition.] 


WAR  DEPARTMENT. 

No. . 

To  the  Secretary  of  the  Treasury  : 

Sir  :  Please  issue  a  warrant  on  the  persons  named  below,  in  favor  of  the  Treasurer 
of  the  United  States,  for  one  hundred  and  ninety-four  dollars  and  thirty-seven  cents, 
being  amount  deposited  to  the  credit  of  the  Treasurer  of  tbe  United  States  as  per 
List  of  Deposits  No.  89  |  1108,  herewith,  to  go  to  the  credit  of  the  under-mentioned 
appropriations. 

Given  under  my  hand  this  Ist  day  of  August,  1888. 
$194  iVo. 


Countersigned  August  2d,  1888. 
Registered  August  3d,  1888. 


Wm.  C.  Endicott, 

Secretary  of  War. 

S.  Butler, 

Second  Comptroller. 

Jno.  S.  Williams, 

Third  Auditor. 


Name  and  rank. 

Appropriation. 

Period. 

Amount. 

Total. 

Lt.R.N  Getty 

1888 
1888 

••• 

$57 
11 
17 

81 
12 
39 

"  W  "W"  McCammon 

do 

Cant.  Jas  Rockwell  ir 

do    

Po             -                  

Inc'd't'l  expenses  .....  ....... 

$86 

1 

44 

32 
89 

Do 

73 

T.f  'R.N  Gettv 

Clothing  etc 

'111 

32 
28 

87 
_56_ 

"W  W  McCammon 

do  .' 

• 

.... 

61 
194 

43 
37 

War  Department. 
Jul.  31,  1888. 

13415.  s 

Division  of  Bequisions  and  Accounts. 


55 


Exhibit  G. 


tOffice  of  the  Secretary  of  the  Treasury,  division  of  warrants,  estimates,  and  appropriations. 

61.    E^ay  covering  warrant.] 


Form 


TREASURY  DEPARTMENT. 


No. 


To  Lieut.  B.  N.  Getty  and  two  others : 

Pay  to  the  Treasurer  of  the  United  States,  to  be  credited  to  the  appropriations 
named  in  the  margin  of  this  warrant,  one  hundred  and  ninety-four  dollars  and  thirty- 
seven  cents,  amount  of  deposits  to  credit  of  the  Treasurer,  as  per  list  No.  89  |  1108 
herewith,  pursuant  to  requisition  No.  5447,  of  the  Secretary  of  War,  dated  August  1, 
1888,  countersigned  by  the  Second  Comptroller  of  the  Treasury  and  registered  by  the 
Third  Auditor.  And  for  so  doing  this  shall  be  your  warrant. 
$194.37. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  5th  day  of 
August,  in  the  year  of  our  Lord  one  thousand  eight  hundred  and  eighty-eight,  and  of 
Independence  the  one  hundred  and  thirteenth. 

I.  H.  Maynard, 
Assistant  Secretary. 
Countersigned : 

M.  J.  Durham, 

First  Comptroller. 
Registered : 

W.    S.    ROSECRANS, 

Eegister. 
Appropriations. 


188  .  Pay,  etc.,  of  the  Army   

1888.  Incidental    expenses  of    the 
Quartermaster's  Depart- 

$1 

188 

... 

188 

89 

188 

188  .  Horses    for   cavalry  and  ar- 
tillery   

188  .  Ordnance,  ordnance  stores,  and 

supplies .' 

188  .  Ordnance  service  .............. 

1888.  Transportation  of  the  Army 

44 
61 

73 

Permanent  —  arming  and  equip'ng 
the  militia 

1888.  Clothing,  camp  and  garrison 
equipage 

43 

188  .  Expenses  of  recruiting 

188  .  Subsistence  of  the  Army  .... 

188  .  Medical  and  hospital  depart- 
ment  

194 

37 

1888.  Regular  supplies  of  the  Quar- 
master's  JDepartment 

$ 

86 

32 

Received  August  7, 1888. 


Office  of  the  Treasurer  of  the  United  States. 

y  James  W.  Hyatt, 

Treaaurer, 


56 

Exhibit  H. 

[Form  No.  7.1 

U.   S.   TREASURY. 


List  No.  1106.    Feb.,  1889. 


Covered  by  requisition  No,  5445. 


Deposits  to  the  credit  of  the  Treasurer  of  the  United  States  in  the  under-named  depositories 
during  the  first  quarter  of  1889,  on  account  of  appropriations  under  the  direction  of  the 
War  Department. 


Deposits. 

For  whose  credit. 

Appropriation  s. 

Amonnt 
of  each 
appro- 
priation. 

Total 
amount 

Date. 

Place. 

of  each 
deposit. 

1888. 
July  11 

Los  Angeles    N. 
B..Cal? 

..-.do 

....do 

1st  N.  B.,  Helena, 

Mont 
San   Antonio  N. 

B.,  Tex. 

Lt.  Jno.  A.  Baldwin 

Lt.  Robt.  D.  Read,jr..... 
Lt.  Geo.  Palmer 

Reg.  supplies,  1888  ... 

Clothing,  <fec.,     "    .... 
Const,  and  Rep.  hos- 
pitals, 1888. 
Reg.  supplies,  1888.... 
Clothing,  &c.,      "    

Reg.  supplies,    "    .--. 
Clothing,  &c.,  -    "    

Clothing  &c.,     "    .. 

$1.44 

11.18 
.81 

$13. 43 
25  85 

•'     13 

12.95 
12.90 

"     16 

16.53 
28.32 

Lt.  H.  E.  Tutherly 

Maj.  A.  J.  McGonnigle... 

44.85 
7.95 

"     17 

"     18 

Const,  and  Rep.  hos- 
pitals, 1888. 

51.05 

143. 13 

Correct. 

July  28,  '88.    Q. 


Third  Auditor's  Office. 

Jul.  27,  1888. 
Book-keeper's  Division. 


W.  F.  MacLknnan. 

Chf.,  Warrant  Div. 


Indorsed  on  back : 


Treasurer's  Office. 

Jul.  27,  1888. 

Division  of  Accounts. 


57 


Exhibit  I. 

I  Office  of  the  Third  Auditor  of  the  Treasury.    Form  11.    Deposit  requisition.] 

WAR  DEPARTMENT. 

No.  5445. 

To  the  Secretary  of  the  Treasury : 

Sir  :  Please  issue  a  warrant  on  the  persons  named  below,  in  favor  of  the  Treasurer 
of  the  United  States  for  one  hundred  and  forty-three  dollars  ana  thirteen  cents,  be- 
ing amount  deposited  to  the  credit  of  the  Treasurer  of  the  United  States,  as  per  list 
of  deposits  No.  89-1106,  herewith,  to  go  to  the  credit  of  the  under-mentioned  appro- 
priations. 

Given  under  my  hand  this  Ist  day  of  August,  1888. 


Countersigned  August  2d,  1888. 
Registered  August  3d,  1888. 


Wm.  C.  Endicott, 

Secretary  of  War, 

S.  Butler, 

Second  Comptroller. 

Jno.  S.  Williams, 

Third  Auditor. 


Name  and  rank. 

Appropriation. 

Period. 

Amount. 

Total. 

Lt.  Jno.  A.  Baldwin 

1888 
1888 

1888 

1 

12 
16 

11 
12 
28 

7 

44 
95 
53 

18 
90 
32 
95 

81 
05 

"  Robt.  D.  Reed  jr   

- .  .  do 

"  Geo.  Palmer 

do 



'30 

Lt.  Jno.  A.  Baldwin 

Clothing  etc 

92 

"  Robt.  D.  Reed,  jr 

do 

"  Geo.  Palmer               .         .  .  .. 

do 

.... 

.... 

"  H.  E.  Tntherly 

do 

Lt.  Jno.  A .  Baldwin 

Const,  and  rep.  of  hospitals 

do 

.... 

60 

35 

Maj.  A.  J.  McGounigle 

51 

.... 

51 
143 

86 
13 

War  Department, 

Jul.  31,  '88. 

13412. 

Division  of  Requisition  and  Accounts. 


58 


Exhibit  K. 


[Office  of  the  Secretary  of  the  Treasury,  division  of  warrants,  estimates,  and  appropriations. 

61.    Kepay  covering  warrant.] 


Form 


No. 


TREASURY  DEPARTMENT. 


To  Lieut.  Jno.  A.  Baldwin  and  four  others  : 

Pay  to  the  Treasurer  of  the  United  States,  to  be  credited  to  the  appropriations 
named  in  the  marginofthis  warrant,  one  hundred  and  forty-three  dollars  and  thirteen 
cents,  amount  of  deposits  to  credit  of  the  Treasurer,  as  per  list  No.  89-1106,  here- 
with, pursuant  to  a  requisition,  No.  5445,  of  the  Secretary  of  War,  dated  August  Ist, 
1888,  countersigned  by  the  Second  Comptroller  of  the  Treasury  and  registered  by  the 
Third  Auditor.  And  for  so  doing  this  shall  be  your  warrant. 
$143.13. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  5th  day  of  Au- 
gust, in  the  year  of  our  Lord  one  thousand  eight  hundred  and  eighty-eight,  and  of 
Independence  the  one  hundred  and  thirteenth. 

I.  H.  Maynard, 

Assistant  Secretary. 
Countersigned : 

M.  J.  Durham, 

First  Comptroller. 
Registered : 

W.   S.   EOSECRANS, 

Begister. 
Appropriation  8. 


188  .  Pay  6tc.  of  the  Army......... 

1888.  Regular  supplies  of  the  Quar- 
termaster's Department 

188  .  Incidental  expenses  of  the  Quar- 

$ 

30 

188  .  ....'.....'. 

9? 

188 

188 

188  .  Ordnance,  ordnance  stores,  and 

188  .  Horses  for  cavalry  and  artillery. 

188  .  Transportation  of  the  Army 

Permanent— Arming  and   equip'ng 
the  militia 

1888.  Clothing,  camp  and  garrison 
equipage 

60 
51 

143 

a.') 

188  •  £iXp6DSG8  of  rccruitinsT.  -  - .    .  -  -  - 

. 

1888.  Const,  and  repair  of  hospitals . . 

im 

86 

188  .  Medical   and  hospital  depart- 
ment           •  • . .         •         . 

1.S 

Received  August  7th,  1888. 


Office  op  the  Treasurer  of  the  United  States. 

James  W.  Hyatt, 

Treasurer. 


59 

Exhibit  L. 

[Form  No.  7.] 

U.   S.  TREASURY. 


List  No. 


F.Y.  89-1070. 


Covered  by  requisition  No. 


Deposits  to  the  et'cdit  of  the  Treasurer  of  the  United  States  in  the  under-named  depositories 
during  the  first  quarter  of  1889  on  account  of  appropriations  under  the  direction  of  the 
War  Department. 


Deposits. 

For  whose  credit. 

Appropriation. 

Amount 
of  each 

appropri- 
ation. 

Total 
amount 

Date. 

Place. 

of  each 
deposit. 

1888. 
Julys 

1st  N.  B.,   St.  Paul, 
Miun. 

Omaha,  N.B.,  Neb.... 

Lieut.  Guy  Howard. . . 

Lieut.  J.  W.  Summer- 
hayes. 

Regular  supplies,  1888. 
Clothing,  etc.,           ".. 
Regular  supplies,  1888 . 
Clothing,  etc.. 

$8.75 
2.00 

$10.  75 
166  33 

"    9 

42.28 
124.  05 

177.08 

Third  Auditor's  OflBce, 

Jul.  23,  1888. 
Book-keeper's  Division. 


Correct. 


July  23.  1888. 


W.  F.  MacLennan, 

Ch'f  Warrant  Div. 


60 

Exhibit  M. 
[Office  of  the  Third  Auditor  of  the  Treasury.    Form  11.    Deposit  Requisition.  J 
WAR  DEPARTMENT. 


No.  5436. 


To  the  Secretary  of  the  Treasury  : 

Sir:  Please  issue  a  warrant  on  the  persons  named  below,  in  favor  of  the  Treasurer 
of  the  United  States  for  one  hundred  and  seventy-seven  dollars  and  eight  cents,  being 
amount  deposited  to  the  credit  of  the  Treasurer  of  the  United  States  as  per  list  of  de- 
posits No.  89  I  1070,  herewith,  to  go  to  the  credit  of  the  undermentioned  appropria- 
tions. 

Given  under  my  hand  this  1st  day  of  August,  1888. 
$177.08. 


Countersigned* August  2d,  1888. 


Registered  August  3d,  1888. 


Wm.  C.  Endicott, 

Secretary  of  War. 

S.  Butler, 

Second  Comptroller, 

Jno.  S.  Williams, 

Third  Auditor. 


Kame  and  rank. 

Appropriation. 

Period. 

Amount. 

Total. 

1888 
1888 

2 
124 

-75 
28 

00 
05 

$ 

do 

Clothing,  etc 

51 

03 

do 

126 
"iTT 

05 
08 

War  Department. 

Jul.  26,  '88. 

13166. 

Division  of  requisitions 

and  accounts. 


61 

Exhibit  N. 

lOflBlce  of  the  Secretary  of  the  Treasury,  division  of  warrants,  estimates,  and  appropriations.    Form 

61.    Repay  covering  warrant.] 

TREASURY  DEPARTMENT. 

No. 

$177.08. 

To  Lieut.  Guy  Howard  and  one  other  : 

Pay  to  the  Treasurer  of  the  United  States,  to  be  credited  to  the  appropriations 
named  in  the  margin  of  this  warrant,  one  hundred  and  seventy-seven  dollars  and  eight 
cents,  amount  of  deposits  to  credit  of  the  Treasurer,  as  per  List  No.  89  |  1070,  herewith, 
pursuant  to  a  requisition  No.  5436,  of  the  Secretary  of  War,  dated  August  1,  1888, 
countersigned  by  the  Second  Comptroller  of  the  Treasury  and  registered  by  the  Third 
Auditor.     And  for  so  doing  this  shall  be  your  warrant. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  5th  day  of 
August,  in  the  year  of  our  Lord  one  thousand  eight  hundred  and  eighty-eight,  and  of 
Independence  the  one  hundred  and  thirteenth. 

I.  H.  Maynard, 
Assistant  Secretary. 
Countersigned : 

M.  J.  Durham, 

First  Comptroller. 
Registered : 

W.  S.  ROSECRANS, 

Begister. 
Appropriations. 


188  .  Pay,  &c.,  of  the  Army... 

1888.  Regular  supplies  of  the 
Quartermaster's  Department. 
188  .  Incidental  expenses  of 
the  Quartermaster's  Depart- 
ment  

» 

51 

188 

03 

188 

188 

188  .  Ordnance,    ordnance 

stores,  and  supplies.- 

188  .  Horses  for  cavalry  and 
artillery 

188  .  Ordnance  service 

188  .  Hepairs  of  arsenals 

188  .  Transportation    of   the 
Army  and  its  supplies 

Permanent — Arming    and 
equip'ng  the  militia 

1888.  Olothing,  camp,  and  gar- 
rison equipage           . 

126 

188  .  Expenses  of  recruiting... 

05 

188  .  Medical  and  hospital  de- 

188  .  SuhsistenceoftheArmy. 

177 

08 

Office  of  the  Treasurer  of  the  United  States. 
Received  Aug.  7th,  1888. 

James  W.  Hyatt, 

Treasurer, 


62 

Exhibit  O. 

[Form  No.  7. J 

U.   S.   TREASURY. 


List  No. ,  F.  Y.  89  |  1068. 


Covered  by  requisition  No.  5435. 


Deposits  to  the  credit  of  the  Treasurer  of  the  United  States  in  the  undernamed  depositories 
during  the  first  quarter  0/1889,  on  account  of  appropriations  under  the  direction  of  the 
War  Department. 


Deposits. 

For  whose  credit. 

Appropriation. 

Amount 
of  each 

appropri- 
ation. 

Total 
amount 

Date. 

Place. 

of  each 
deposit. 

1888. 
July  10 

Ist    N.  B.,  Portland, 
Oreg. 

Capt.W.S.  Patten.... 

Regular  supplies,  1888. 
Clothing,  etc.,          "    . 

$36, 66 
2.26 

$38. 92 

Third  Auditor's  Oflace. 

Jul.  21,  1888. 
Book-keeper's  Division. 


Treasurer's   Office. 

Jul.  21,  1888. 
Division  of  Accounts. 


Correct. 

July  21, '88.    Q. 


W.  F.  MacLennan, 

Chf  Warrant  Div. 


63 


Exhibit  P. 

[Office  of  the  Third  Auditor  of  the  Treasury.    Form  11.    DejKJSit  requisition.! 

WAR  DEPARTMENT. 
No.  5435. 

To  the  Secretary  of  the  Treasury: 

Sir  :  Please  issue  a  warrant  on  the  persons  named  below,  in  favor  of  the  Treasurer 
of  the  United  States,  for  $38.92,  being  amount  deposited  to  the  credit  of  the  Treasurer 
of  the  United  States  as  per  list  of  deposits  No.  89  |  1068  herewith,  to  go  to  the  credit 
of  the  undermentioned  appropriations. 

Given  under  my  hand  this  1st  day  of  August,  1888. 


$38.92. 
Countersigned  August  2,  1888, 

Registered  August  3,  1888. 


Wm.  C.  Endicott, 

Secretary  of  War, 

S.  Butler, 

Second  Comptroller. 

Jno.  S.  Williams, 

Third  Auditor. 


Name  and  rank. 

Appropriation. 

Period. 

Amount. 

Total. 

Capt.  "W.  S.  Patten 

1888 

1888 

$36.66 
2.26 

Do 

Clothing,  etc 

, 

38. 92 

"War  Department. 

July  28,  1888. 

13168. 

Division  of  requisitions 

and  accounts. 


•64 


[Oflfice  of  the  Secretary  of  the  Treasury,  division  of  warrants,  estimates,  and  appropriationa.    Form 
61.     No. .   Repay  covering  warrant.] 

TREASURY  DEPARTMENT. 

To  Capt.  W.  S.  Patten : 

Pay  to  the  Treasurer  of  the  United  States,  to  be  credited  to  the  appropriations  named 
in  the  margin  of  this  warrant,  thirty-eight  dollars  and  ninety-two  cents,  amount  of 
deposits  to  credit  of  the  Treasurer,  as  per  list  No.  89  |  1068  herewith,  pursuant  to  a  re- 
quisition, No.  5435,  of  the  Secretary  of  War,  dated  August  1,  1888,  countersigned  by 
the  Second  Comptroller  of  the  Treasury  and  registered  by  the  Third  Auditor.  And 
for  80  doing  this  shall  be  your  warrant. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  5th  day  of 
August,  in  the  year  of  our  Lord  one  thousand  eight  hundred  and  eighty-eight,  and  of 
Independence  the  one  hundred  and  thirteenth. 
138.92. 

I.  H.  Maynard, 
Assistant  Secretary. 
Countersigned. 

M.  J.  Durham, 

First  Comptraller. 
Registere  d. 

W.   S.    ROSECRANS, 

Hegister, 
Appropriations. 


188     Pav  &c    of  the  Armv 

188  .  Incidental  expenses  of 
the  Quartermaster's  Depart- 

188  . 

188 

188 

188  .Horses  for  cavalry  and 
artillery 

188  .  Ordnance,      ordnance 

atnrPH    AnH  flTirtn1ip..<) 

188  .  Barracks  and  quarters  -. 

188  .  Ordnance  service      ...... 

188  .  Transportation    of    the 
Armv  aud  its  supplies       ... 

THH       "R^rtnim  nf  ii.rnpn!i.l4 

Permanent — a  rming      and 

1888.  Clothing,  camp  and  gar- 

2 

26 

188  .  Subsistence  of  the  Army. 

1^*8  .  Medical  and  hospital  de- 
partment   

38 

92 

1888.  Regular  supplies  of  the 
Quartermaster's  Department. 

$ 

36 

66 

Received  August  7, 1888. 


Office  of  the  Treasurer  of  the  United  States. 

James  W.  Hyatt, 

Treasurer. 


65 

Exhibit  R. 

[Form  No.  7.] 
U.   S.  TREASURY. 


List  No. 


F.  Y.  89  I  1073. 


Covered  by  requisition  No.  5439. 


Deposits  to  the  credit  of  the  Treasurer  of  the  United  States  in  the  undernamed  depositories 
during  the  first  quarter  o/1889,  on  account  of  appropriations  under  the  direction  of  the 
War  Department. 


Deposits. 

For  whose  credit. 

Appropriation. 

Amount 
of  each 
appro- 
priation. 

Total 
amount 

Date. 

Place. 

of  each 
deposit. 

1888. 
July  12 

A.    Tr.,    New  York, 
N.  Y. 

Tr.,  Washington,  D.  C 

Lieut.  A.  F.Curtis.... 
LtCol.G.B.  Dandy.. 

Inc'd't'l  expenses,  1888. 
Army  transp'u,        " 

$33. 33 
7.95 

$41.28 

54.85 

"     17 

96.13 

Correct: 

7,  21,  '88.     B. 


W.  F.  MacLknxax. 

Chy  Warrant  Div. 


Third  Auditor's  Office, 

Jul.  21, 1888. 
Book-keeper's  division. 


Treasurer's  Office, 

Jul.  21, 1888. 

Division  of  accounts. 


17958 6 


66 


Exhibit  S. 

[Office  of  the  Third  Auditor  of  the  Treasury.    Form  11.    Deposit  requisition.] 

WAR  DEPARTMENT. 

No.  5439. 

To  the  Secretary  of  the  Treasury : 

Sir  :  Please  issue  a  warrant  on  the  persons  named  below,  in  favor  of  the  Treasurer 
of  the  United  States  for  ninety-six  dollars  and  thirteen  cents,  being  amount  deposited 
to  the  credit  of  the  Treasurer  of  the  United  States  as  per  list  of  deposits  No.  89  |  1073 
herewith,  to  go  to  the  credit  of  the  undermentioned  appropriations. 

Given  under  my  hand  this  Ist  day  of  August,  1888. 

Wm.  C.  Endicott, 

Secretary  of  War. 


Countersigned  August  2d,  1888. 


Registered  August  3d,  1888. 


S.  Butler, 


Second  Comptroller. 


Jno.  S.  Williams, 

Third  Auditor. 


Kame  and  rank. 

Appropriation. 

Period. 

Amount. 

Total. 

Lieut.  A.  F.  Curtis 

1888 

33 

62 
$96 

33 

Lieut.  A.  F.  Curtis 

HZ 

7 
54 

95 

ii 

Zl 

Lt.  Col.  G.  B.  Daudy 

do                        

80 
13 

"War  Department, 

Jul.  26,  '88. 

13169. 

Division  of  requisitions  and  accounts. 


67 

Exhibit  T. 

fOfl&ce  of  the  Secretary  of  the  Treasury,  division  of  warrants,  estimates,  and  appropriations.    Form 

61.    Repay  covering  warrant.] 


TREASURY  DEPARTMENT. 


No. 


To  Lieut.  A.  F.  Curtis  and  one  other  : 

Pay  to  the  Treasurer  of  the  United  States,  to  be  credited  to  the  appropriations 
named  in  the  margin  of  this  warrant,  ninety-eight  dollars  and  thirteen  cents,  amount 
of  deposits  to  credit  of  the  Treasurer,  as  per  list  No.  89  |  1073  herewith,  pursuant  to 
a  requisition.  No.  5439,  of  the  Secretary  of  War,  dated  August  Ist,  1888,  counter- 
signed by  the  Second  Comptroller  of  the  Treasury  and  registered  by  the  Third  Au- 
ditor. And  for  so  doing  this  shall  be  your  warrant. 
$98.13. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  5th  day  of 
August,  in  the  year  of  our  Lord  one  thousand  eight  hundred  and  eighty-eight,  and 
of  Independence  the  one  hundred  and  thirteenth. 

I.  H.  Maynard, 

Assistant  Seoretary, 


Countersigned. 


Begistered. 


M.  J.  Durham, 

First  Comptroller, 

W.   S.   EOSECRANS, 

Register. 


Appropriations. 


188  .  Pay,  etc.,  of  the  Army 

188  .  Regular  supplies  of  the  Quar- 
termaster's Department 

188  . 

188 

1888.  Incidental    expenses   of    the 

Quartermaster's  Department 

188  .  Horses  for  cavalry  and  artil- 

$ 

33 

188 

33 

188  .  Ordnance,  ordnance  stores,  and 

188  .  Ordnance  service 

188  .  Barracks  and  quarters 

188  .  Repairs  of  arsenals 

1888.   Transportation  of  the  Army 
and  its  supplies             ...... 

62 

Permaneni>- arming   and    equip'ng 
the  militia 

80 

188  .   Clothing,  camp  and  garrison 

188  .  Medical  and  hospital  depart- 

mpTit 

188  .  Subsistence  of  the  Army  ... 

.... 

96 

13 

Received  August  7, 1888. 


Office  of  the  Treasurer  of  the  United  States. 

James  W.  Hyatt, 

Treasurer, 


68 

Exhibit  U. 
war  department. 


$2,002.05. 


No.  1840. 


Office  of  the  Quartermaster-General, 

Washington  City,  July  27,  1888. 
To  the  Secretary  of  War  : 

Sir  :  Please  cause  the  sum  of  two  thousand  and  two  ^  dollars  to  be  placed  in  the 
following-named  depositories,  viz: 


Dollars. 

Cts. 

Aast. treasurer  U.S., New  York 

2,002 

05 

Qg               Total 

2,002 

O'i 

•-I 

:::  to  the  credit  of  Col.  Chas.  H.  Tompkins,  Assist.  Qr.  Mr.  Gen'l  U.  S.  Army,  Goy- 
a>  ernor's  Island,  N.  Y.  Harbor,  who  is  to  be  held  accountable  therefor,  and  charged 
"***     to  the  appropriations  for — 


Dollars. 


Regnlar  supplies,  Quartermaster's  Dept.,  for  fiscal  year  ending  June  30, 

Incidental  expenses,  Quartermaster's  Dept., 

Barracks  and  quarters 

Transportation  of  the  Army  and  its  supplies 

Horses  for  cavalry  and  artillery 

Clothing,  camp  and  garrison  equipage 

Construction  and  repairs  of  hospitals 

National  cemeteries 

Pay  of  supts.  of  national  cemeteries 


88 


Total. 


Cts. 


2,001 


2.002 


40 


05 


Respectfully, 


S.    B.    HOLABIRD, 

Quartermaster-General,  U.  S.  Army. 


69 


Exhibit  V. 


WAR  DEPARTMENT. 


Acconntable  requisition  No.  541. 


To  the  Secretary  of  the  Treasury  : 

Sir  :  Please  cause  a  warrant  for  two  thousand  and  two  dollars  and  five  cents  to  be 
issued  in  favor  of  asst.  treasurer  U.  S.,  New  York,  to  be  placed  to  the  credit  of  Col. 
Chas.  H.  Tompkins,  asst.  qr.  mr.  genl.  U.  S.  Army,  Governor's  Island,  N.  Y.  Harbor, 
for  which  sum  he  is  to  be  held  accountable.  To  be  charged  to  the  undermentioned 
appropriations. 

Given  under  my  hand  this  1st  day  of  August,  1888. 


$2,002i^.^. 


Wm. 


C.  Endicott, 
Secretary  of  War. 


Countersigned : 
Registered : 


S.  Butler, 
Second  Comptroller. 


John  S.  Williams, 

Third  Auditor. 


Appropriations. 


Regular  supplies  of  the  Qnarterraaster's  Department  ... 
Inculental  expenses  of  the  Quartermaster's  Department. 

Horses  for  cavalry  and  artillery 

Barracks  and  quarters  

Transportation  of  the  Army  and  its  supplies,  1888 

National  cemetei'ies         

CouHtruction  and  repairs  of  hospitals,  1888  

ClotlnniT,  camp  and  jfaiTison  equipage,  1888    

Subsistence  of  the  Army 


70 

Exhibit  W. 

treasury  department. 

[Office  of  the  Secretary  of  the  Treasury,  division  of  warrants,  estimates,  and  appropriations.    Form  57 

Accountable  ■warrant.  1 

No. . 

$2,002.05. 

To  the  Treasurer  of  the  United  States,  greeting: 

Pay  to  asst.  treasurer  U.  S.,  New  York,  to  be  placed  to  the  credit  of  Col.  Chas.  H. 
TompkiDs,  asst.  qr'm'r-genl.  U.  S.  Army,  Governor's  Island,  N.  Y.  Harbor,  or  order, 
to  be  charged  to  the  appropriations  named  in  the  margin,  two  thousand  and  two  dol- 
lars and  five  cents;  for  which  sum  he,  Chas.'H.  Tompkins,  is  to  be  held  accountable, 
pursuant  to  a  requisition,  No.  541,  of  the  Secretary  of  War,  dated  August  1,  1888, 
countersigned  by  the  Second  Comptroller  of  the  Treasury  and  registered  by  the  Third 
Auditor.     And  for  so  doing  this  shall  be  your  warrant. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  fifth  day  of 
August,  in  the  year  of  our  Lord  one  thousand  eight  hundred  and  eighty-eight,  and  of 
Independence  the  one  hundred  and  thirteenth. 

C.  S.  Fairchild, 

Secretary, 
Countersigned : 

M.  J.  Durham, 

First  Comptroller. 
Registered : 

W.   S.   ROSECRANS, 

Eegister. 
Appropria  tions. 


Subsistence  of  the  Army 

Medical  and  hospital  department. . 

Regular  supplifes  Quartermaster's 
Department 

Incidental  expenses  Quartermas- 
ter's Dep't 

Barracks  and  quarters 

1888.  Transportation  of  the  Array 
and  its  supplies 

National  cemeteries 

Pay  of  superintendents  of  national, 
cemeteries 


001 


40 


1888.  Clothing,  camp  and  garrison 
equipage  

1888.  Construction  and  repairs  of 
hospitals 

Pay,  &c.,  of  the  Army 

Ordnance,  ordnance  stores,  and 
supplies 

Ordnance  service 

Repairs  of  arsenals 

Arming  and  equipping  the  militia. 


Office  of  the  Treasurer  of  the  United  States. 

Received  for  this  warrant  the  following  draft  :   No. on ;  No. on 

.    Mailed . 


71 

Exhibit  X. 

WAR  DEPARTMENT. 

Accountable  requisition  No.  541. 

To  the  Secretary  of  the  Treasury  : 

Sir  :  Please  cause  a  warrant  for  two  thousand  and  two  dollars  and  five  cents  to  be 
issued  in  favor  of  asst.  treasurer  U.  S.,  New  York,  to  be  placed  to  the  credit  of  Col. 
Chas.  H.  Tompkins,  asst.  qr.  mr.  genl.  U.  S.  Army,  Governor's  Island,  New  York 
Harbor,  or  order,  for  which  sum  he,  Chas.  H.  Tompkins,  is  to  be  held  accountable. 
To  be  charged  to  the  undermentioned  appropriations. 
Given  under  my  hand  this  1st  day  of  August,  1888. 
$2,002.05. 

Wm.  C.  Endicott, 

Secretary  of  War, 
Countersigned : 

S.  Butler, 

Second  Comptroller. 
Registered : 

Jno.  S.  Williams, 

Third  Auditor. 

Appropriations. 


Regular  supplies  of  the  Quartermaster's  Department . . . 
Incidental  expenses  of  the  Quartermaster's  Department 

Horses  for  cavalry  and  artillery 

Barracks  and  quarters 

Transportation  of  the  Army  audits  supplies,  1888 

Natioifel  cemeteries 

Construction  and  repairs  of  hospitals,  1888 

Clothing,  camp  and  garrison  equipage  "  

Subsistence  of  the  Army 


TREASURY  DEPARTMENT. 

Accountable  warrant  No.  1001. 

To  the  Treasurer  of  the  United  States,  greeting : 

Pay  two  thousand  and  two  dollars  and  five  cents,  pursuant  to  the  foregoing  req- 
uisition, duly  countersigned  and  registered,  and  for  so  doing  this  shall  be  your 
warrant. 

Given  under  my  hand  and  the  seal  of  the  Treasury  Department  this  fifth  day  of 
August,  1888. 
$2,002.05.  4 

C.  S.  Fairchild,. 

Secretary. 
Countersigned : 

M.  J.  Durham, 

First  Comptroller. 
Registered : 

W.    S.   ROSECRANS, 

Register. 


Office  of  the  Treasurer  of  the  United  States. 

Received  for  this  warrant  the  following  draft ;  No. on ;  No. on 

mailed, . 


72 

War  Department, 
Washington  City,  August  9,  1888. 

Sir  :  I  have  the  honor  to  acknowledge  the  receipt  of  your  letter  of  the  '21st  of  July 
embodying  a  recomniendation  of  the  Treasury  commission  that  the  War  Department 
be  requested  hereafter  to  make  out  its  own  credit  requisitions  from  the  lists  sent  here 
from  the  book-keepers  division  of  the  Third  Auditor's  ofiBce. 

In  reply  thereto  I  inclose  herewith  a  report  of  the  War  Department  board  on  busi- 
ness methods  upon  the  subject. 

The  board  has  prepared  a  consolidated  form  embracing  a  deposit  list,  a  credit  re- 
quisition, and  a  repay  warrant,  all  in  one,  which,  should  it  meet  with  your  approval, 
will  relieve  the  book-keepers  division  of  the  Third  Auditor's  oiiice  from  the  work  of 
this  Department  which  it  is  now  doing,  and  at  the  same  time  impose  no  additional 
work  upon  this  Department,  save  the  Treasury  Department  from  the  labor  of  filling 
out  the  repay  warrants,  and  make  a  large  reduction  in  the  number  of  papers  which 
now  must  be  signed  by  many  officials  and  then  occupy  valuable  filing  space. 

The  board  has  also  prepared  a  consolidated  form  embracing  in  one  sheet  a  letter 
of  request  for  accountable  requisition,  the  accountable  requisition  based  upon  such 
request,  and  the  accountable  warrant  based  upon  such  requisition. 

The  adoption  of  this  form,  if  it  should  also  meet  with  your  favorable  consideration- 
wonld,  it  is  believed,  save  the  Treasury  Department  considerable  labor  in  the  prep- 
aration of  such  warrants,  and  also  diminish  the  quantity  of  papers  to  be  filed. 

If  it  is  deemed  advisable  by  the  Treasury  Department  that  the  credit  requisition, 
now  prepared  in  the  Third  Auditor's  office,  should  be  prepared  in  this  Department, 
before  action  shall  have  been  had  upon  the  recommendation  of  the  War  Department 
board,  I  will  thank  yon  to  forward  the  blank  requisitions  now  on  hand  in  that  office 
and  the  necessary  instructions  will  be  given  to  carry  into  effect  the  change  recom- 
mended by  the  commission. 
Very  respectfully, 

William  C.  Endicott, 

Secretary  of  War. 

The  Secretary  cf  the  Treasury. 

Inclosures:  Copy  of  report  of  board  of  August  6,  1888,  and  Exhibits  A  to  X  inclusive. 

Pending  the  action  of  the  Treasury  Department  upon  the  proposed  consolidated 
forms  (Exhibit  A  and  X)  the  recommendation  of  the  board  for  the  consolirtation  of  a 
number  of  deposit  lists  upon  one  deposit  requisition  was  carried  into  elfecr  by  print- 
ing upon  the  back  of  the  existing  lorm  (Exhibit  C)  of  requisitious  the  following  form, 
which  permitted  the  consolidation  of  a  number  of  deposit  lists  upon  one  requisition^, 
thus  greatly  reducing  the  number  of  credit  requisitions : 

Appropriations. 


Name  and  rank. 

Tear. 

Regular 
supplies, 
Q.M.D. 

Clothing, 

camp  and 

garrison 

equipage. 

Inci- 
dental 
expenses, 
Q.  M.  D. 

Army 
transpor- 
tation. 

Total, 

Miscl- 
laneoua 
receipts. 

• 
Total 

' 

At  the  same  time  a  circular  was  issued  by  the  Secretary  of  War  consolidating;  upon 
one  form  the  letter  of  request  (Exhibit  U)loraccouutable  requisition  and  the  account- 
able requisition  itself  (Exhibit  V).  in  onier  to  carry  into  effect  so  much  of  the  sug- 
gested reform  as  lay  in  the  power  of  the  War  Department  to  accomplish. 

The  circular  and  the  consolidated  forui  are  given  below: 


[Circulir.J 

War  Dkpaktmext,  August  I),  1888. 
In  order  to  simplify  the  businesnof  this  Department,  rrflnce  the  possibility  of  error 
nd  avoid  the  duplication  of  ].a]teiK  containing  praeticallv  'lie  sanie  information,  tlie 
ecretary  of  War  directs  that  tlie  ])iactice  in  il.e difieient  l^nn  an^  of  wiiimji  a  sep- 
rate  ** request"  ui>on  which  1o  base  an  accountalile  requisition  be  dib««Miiinue<l.  and 
hat  in  place  thereof  the  acrountaMe  reqnisiti*  n  luretofore  made  in  the  division  of 


73 

requisitious  and  acconuts,  Secretary's  office,  upon  such  request,  be  hereafter  prepared 
in  the  proper  Bureau  for  the  signature  of  the  Secretary  of  War,  and  that  a  note,  viz, 

•'requested  by ,"  signed  by  the  head  of  the  Bureau,  be  written  on  the 

ninrgin  of  such  requisition  as  indicated  on  the  accompanying  form. 
By  order  of  the  Secretary  of  War. 

Sam'l   HODGKIXS, 
Acting  Chief  Clerk. 


War  Department. 
Accountable  requisition  No. . 

•  To  the  Secretary  of  the  Treasury : 

Sir :  Please  cause  a  warrant  for dollars  and  cents  to  be  is- 
sued in  favor  of ,  for  which  sum  he  is  to  be  held  accountable.     To  be 

charged  to  the  under-mentioned  appropriations. 

Given  under  my  hand  this day  of ,  18 

$ . 


>j  Secretary  of  War. 

•^     Countersigned : 


-g  Second  Comptroller. 

'B.     Registered : 


^  Auditor. 

Appropriations. 


Regular  supplies  of  the  Quartermaster's  Department  . . . 
Inculeutal  expenses  of  the  Quartermaster's  Department 

Horses  for  cavalry  and  artillery 

Barriicks  and  quarters. 

Transport  at  ion  of  tlie  Army  and  its  supplies 

^atioual  cemeteries 

Construction  and  repairs  of  hospitals 

Clothing,  camp  and  gari  ison  equipage 

Subsistence  of  the  Army 


Appendix  No.  7. 

REQUISITIONS  ON  PUBLIC  PRINTER. 

War  Department, 
Board  on  Business  Methods, 

September  10,  1888. 
A  communication  from  the  Chief  Signal  Officer,  dated  April  12,  1888,  inviting  at- 
tention to  the  increase  of  work  involved  in  preparing  requisitions  in  duplicate  for 
printing  and  binding  upon  the  Public  Printer  having  been  referred  by  the  Secretary 
of  War  to  the  board,  it  was  found  that  said  duplicate  requisitions  were  required  by 
War  Department  or<ler  of  March  28,  1864.  At  that  time  and  until  February,  1-88, 
the  Bureaus  of  the  Department  were  located  in  buildings  remote  Irotn  the  main  office, 
and  the  numerous  inquiries  in  regard  to  requisitions  rendered  it  necessary  to  have  the 
duplicates  at  hand,  in  the  Secretary's  office,  for  ready  reference. 

The  location  of  the  Bureaus  of  the  Department  (with  one  exception)  being  now  in 
the  War  Department  Building,  the  board  is  of  opinion  that  the  duplication  of  such 
requisitions  is  no  longer  necessary,  and  it  is  recommended  that  the  practice  be  dis- 
continued. 

Respectfully  submitted. 

John  Tweedale, 

L.    W.    TOLMAN, 

Jacob  Fkech, 

Members  of  Board. 
Hon.  William  C.  Endicott, 

Secretary  of  War.  ' 


74 

The  foUowiDg  order  was  issued  upon  the  recommendation  of  the  board  : 

[Circular.] 

War  Department, 

Washington  City,  Sepieniher  11,  1888. 
.All  the  Bureaus  of  the  War  Department,  with  one  exception,  being  now  located  in 
the  War  Department  Building  it  is  no  longer  necessary  that  duplicates  of  requisitions 
on  the  Public  Printer  for  printing  and  bindiug  be  prepared,  and  hereafter  only  one 
copy  of  such  requisitions  need  be  sent  to  the  office  of  the  Secretary  of  War,  division 
of  requisitions  and  accounts,  a  press-copy  of  the  requisition  to  be  retained  in  the 
office  or  bureau  in  which  it  was  made,  for  reference  therein. 
By  order  of  the  Acting  Secretary  of  War. 

Sam'l  Hodgkixs, 
Acting  Chief  Clei'lc. 


Appendix  Xo.  8. 

ADMINISTRATION. 

War  Department, 
Board  on  Business  Methods, 

Decenibei'  29,  1888. 
The  following  proposed  circular  was  referred  to  the  board  for  consideration : 

[Circular.] 

War  Department,  Oetoher  — ,  1885. 

Letters  and  other  papers  received  at  the  War  Department  or  any  of  its  Bureaus 
will,  unless  otherwise  directed,  be  at  once  sent  to  the  offices  to  which  they  pertain 
without  instructions,  each  chief  of  a  bureau  being  responsible  that  the  mail  sent  to 
him  is  promptly  acted  upon,  and  report  made  to  the  Secretary  of  War  in  cases  requir- 
ing his  action,  or  to  which  he  should  reply.  When  acted  upon  by  the  Secretary  the 
proper  notation  will  be  made  and  the  papers  sent  to  the  office  to  which  the  subject- 
matter  pertains,  unless  instructions  to  the  contrary  are  given,  and  generally  only 
such  papers  wiU  be  filed  in  the  office  of  the  Secretary  of  War  as  do  not  pertain  to  the 
business  of  any  of  the  subordinate  Bureaus.  This  rule  will  also  apply  to  the  filing  of 
papers  in  the  Bureaus  and  offices  of  the  Department.  Only  such  papers  will  be  filed 
in  a  given  Bureau  or  office  as  clearly  belong  to  its  business  and  are  within  the  juris- 
diction of  the  chief  thereof. 

A  paper  submitted  for  the  action  of  the  Secretary  of  War  will  be  so  prepared  as 
that  the  last  indorsement  or  report  shall  contain  in  the  fewest  possible  words  a  sum- 
mary of  the  case,  unless  this  appears  in  some  report  on  the  same  or  an  accompanying 
paper  to  which  reference  is  made;  it  should  also  show  the  question  to  be  decided, 
and  conclude  with  an  opinion  or  recommendation.  When  necessary,  the  law,  orders, 
or  customs  of  the  service  governing  in  like  cases  will  be  stated,  and  each  case  made 
complete  in  itself,  so  that  reference  to  previous  papers  will  only  be  necessary  to  afibrd 
more  definite  information  upon  matters  already  summarized  in  the  report. 

Where  it  is  evident  that  it  will  be  necessary  to  send  the  report  of  the  Bureau  officer 
with  the  reply  of  the  Secretary  of  War,  the  report  should  be  separate  from  the  papers 
or  a  copy  of  it  submitted. 

The  Secretary  of  War  requests  chiefs  of  Bureaus  to  see  that  the  requirements  of  this 
circular  are  fully  complied  with. 

By  direction  of  the  Secretary  of  War. 


Chief  Clerk. 

The  consideration  of  this  circular  was  deferred  until  the  subject  of  correspondence 
was  taken  up.  That  subject  has  now  been  considered,  and  with  the  information  thus 
obtained  the'  board  has  the  honor  to  report  that  the  proposed  circular  will  undoubtedly 
simplify  and  hasten  the  transaction  of  business.  It  requires  papers  to  be  filed  where 
they  properly  belong  and  where  they  would  naturally  be  looked  for,  and  gives  in- 
structions how  to  prepare  papers  for  the  action  of  the  Secretary  so  that  the  time 
necessary  for  their  consideration  will  be  reduced  to  the  minimum. 

These  objects  are  of  great  importance,  but  as  valuable  suggestions  may  occur  to 
chiefs  of  Bureaus  which  would  tend  to  make  the  circular  more  complete  and  more 


75       V  UNIVERSITY  I 


certaiuly  accomplish  the  object  desired,  it  is  respectimtyTPcbnimended  that  a  copy 
be  referred  to  each  chief  of  Bureau  for  his  views  and  for  such  amendments  as  in  his 
opinion  should  be  made  to  it  in  order  to  simplify  and  hasten  the  work  of  the  Depart- 
ment, and  do  away  with  unnecessary  routine,  and  also  that  he  be  requested  to  trans- 
mit therewith  a  detailed  statement  of  the  classes  of  work  falling  within  the  jurisdic- 
tion of  his  office;  the  statements  from  the  several  Bureaus,  when  received,  to  be  class- 
ified and  arran<;ed  for  ready  reference,  then  printed  and  distributed,  so  that  the  clerks 
need  not  be  in  doabt  where^  to  send  a  paper  as  soon  as  its  subject  is  ascertained. 

The  board  would  further  recommend  that  the  subject  of  correspondence  be  indi- 
cated by  the  writer  in  the  upper  left-hand  corner  of  the  first  page  of  the  letter  or  re- 
port. This  can  readily  bo  done  in  three  or  four  words,  and  would  materially  assist 
the  speedy  disposition  of  a  large  correspondence.  The  word  "subject"  should  be 
printed  on  letter-heads  at  the  place  suggested,  and  a  sufficient  space  left  for  the  in- 
sertion of  the  necessary  words. 

This  recommendation  is  based  upon  a  similar  system  in  use  by  the  legal  profession, 
by  large  corporations  and  commercial  establishments,  and  is  found  to  work  well. 

As  a  precedent  in  the  line  of  action  proposed  in  the  circular  under  consideration, 
attention  is  invited  to  the  letter  of  Quartermaster-General  Meigs,  dated  August  22, 
1873,  and  the  decision  of  the  Secretary  of  War  thereon,  as  follows : 

War  Department, 
Quartermaster-General's  Office, 

Washington,  1).  C,  August  22,  1873. 

My  Dear  Sir:  I  have  thought  for  a  long  time  that  a  very  unnecessary  burden  is 
imposed  upon  the  War  Department  and  upon  the  Secretary  personally  in  the  review- 
ing of  papers  transmitted  from  this  oifice  which  might  quite  as  well  be  disposed  of 
here. 

I  send  nothing  to  the  Secretary  which  under  present  regulations  and  customs  does 
not  require  his  decision  ;  but  of  this  the  daily  mass  is  very  great. 

Ninety-nine  out  of  the  hundred  are  returned  with  the  '*  recommendation  of  the 
Quartermaster-General  approved,"  signed  either  by  the  Secretary  himself,  or  by  some 
officer,  or  by  the  chief  clerk,  as  by  his  order.  In  every  one  of  these  cases  a  report 
must  be  written  here,  entered,  and  copied.  This  report  and  the  papers  go  to  the  War 
Department,  where  they  are  entered,  and  the  approval  of  the  Secretary  is  noted  and 
entered.  They  then  are  returned  to  this  office  and  entered  again,  and  the  decision  is 
transmitted  or  made  known  to  the  persons  interested. 

Now  the  cases  in  which  the  Secretary  does  not  concur  with  the  Quartermaster-Gen- 
eral and  simply  approve  are,  I  think,  always  of  exceptional  character,  and  are  such 
as  would  be  anticii)ated  here — cases  in  which  there  is  room  for  a  difference  of  opinion, 
or  in  which  there  is  doubt  as  to  facts  or  as  to  law  or  regulations. 

If  the  Quartermaster-Gt^neral  were  authorized  to  dispose  of  such  cases  as  he  be- 
lieves to  be  properly  within  the  scope  of  his  own  authority  by  deciding  them  as 
Quartermaster-General,  and  if  in  the  cases  in  which  he  is  convinced  that  the  decision 
of  the  Secretary  can  be  distinctly  foreseen  by  him,  he  was  authorized  to  decide  them 
and  sign  the  decision  by  order  of  the  Secretary,  this  would  leave  only  the  cases  of 
delicacy  or  of  doubt  to  be  forwarded  to  the  War  Department;  and  while  no  great 
error,  I  think,  would  be  likely  to  occur,  it  would  very  much  relieve  the  Secretary's 
desk  of  mere  routine  which  takes  up  his  time  and  attention,  and  it  would  also  di- 
minish the  clerical  labor  of  record. 

I  am  obliged  to  draught  a  formal  report  setting  forth  reasons  for  action,  in  order  that 
the  facts  may  be  distinctly  before  you,  whereas,  were  I  authorized  to  decide  in  your 
name  and  "  by  order,"  no  written  report  would  be  needed— the  case  would  be  decided 
upon  personal  knowledge  and  experience. 

In  cases  in  which  the  Quartermaster  General  may  fall  into  error,  appeal  to  the  Sec- 
retary will  generally  prevent  any  great  evil  arising  from  his  erroneous  decision,  and 
such  appeal  will  generally  be  made  by  the  parties  to  whom  any  injustice  or  injury 
is  done  through  such  mistake. 

I  make  these  suggestions,  you  will  do  me  the  justice  to  believe,  from  no  desire  to 
increase  the  powers  of  the  Quartermaster-General,  but  simply  from  a  desire  tosimplify 
the  business  ajid  to  diminish  the  vohime  of  routine  business  and  of  record  required 
in  a  routine  or  custom  which  has  gradually  grown  up,  I  think,  without  any  real 
necessity. 

I  think  a  change  would  leave  both  to  the  Secretary  of  War  and  to  the  Quarter- 
master-General more  time  and  opportunity  for  thought  and  stuliy  of  the  higher  and 
more  responsible  portion  of  their  duties.  Both  are  now  too  much  buried  under  the 
weight  of  accumulating  papers. 

I  am,  very  respecitully,  your  obedient  servant, 

M.  C.  Meigs, 
Quartermaster-  Generah 

Hon.  William  W.  Belknap, 

Secretary  of  War. 


16 

VVau  Department,  Septemba-  9,  1873. 
Respectfully  retuiued  to  the  Quartermaster- GeuerMi,  who  is  hereby  authorized  to 
dispose  of  such  cases  as  he  may  believe  to  be  properly  within  thescop*^  of  his  author- 
ity by  decidii)<;  them  as  Quarterviaster-General ;  aud  in  cases  in  which  the  Quarter- 
master-General is  convinced  that  the  decision  of  the  War  Department  can  be  dis- 
tinctly foreseen  by  him,  he  is  authorized  to  decide  such  cases  and  sigu  the  decision 
*'  By  order  of  the  Secretary  of  War." 

Wm.  W.  Belknap, 
Secretary  of  War. 

The  present-Quartermaster-General,  in  a  letter  expressing  his  views  as  to  the  pos- 
sibility of  simplifying  and  improving  the  present  method  of  conducting  the  corre- 
spondeuce  of  his  ofilice,  says  : 

''In  communicating  with  citizens  not  connected  with  the  military  service,  upon 
matters  which  they  may  bring  before  the  office,  the  correspondence  is,  as  a  rule,  direct 
with  the  interested  jiarties,  and  I  can  suggest  no  improvement  in  this  respect.  But 
the  volume  of  papers  which  are  placed  upon  my  desk  for  signature  consists  largely 
of  correspondence  forward  and  backward  between  army  officers,  passing  through  this 
office  as  a  channel  from  and  to  the  Secretary  of  War  and  the  Adjutant- Gene  rah 

"To  illustrate :  A  lieutenant  and  acting  assistant  quartermaster  stationed  at  a 
military  post,  aud  *  reporting  to  an  officer  commanding  troops,'  receives  a  quantity  of 
freight  hauled  from  the  nearest  railroafl  station  to  the  quartermaster's  store-house, 
with  a  l)ill  of  perhaps  fifty  cents  or  a  dollar,  presented  by  the  driver  of  the  vehicle. 
The  acting  assistant  quartermaster,  in  view  of  the  law  of  July  5,  1884,  '  that  all 
transportation  of  storeys  by  private  parties  shall  be  done  by  contract  after  due  legal 
advertisemeut,  except  in  cases  of  emergency,  which  must  be  at  once  reported  to  the 
Secretary  of  Wai,' prepares  a  report  to  his  immediate  commanding  officer,  through 
the  adjutait  of  the  post,  setting  forth  in  full  the  circumstances  of  the  case,  which 
report  is  forwarde<l,  through  the  assistant  adjutant-general  of  the  department,  to  the 
department  commander ;  referred  to  the  department  quartermaster  for  report ;  returned 
by  the  department  quartermaster  to  the  assistant  adjutant-general  of  the  department 
with  report ;  forwarded  by  the  department  commander,  through  the  assistant  adju- 
tant-general of  the  division,  to  the  division  commander;  referred  by  the  assistant 
adjutant-general  of  the  division  to  the  division  commander;  referred  by  the  assistant 
adjutant-general  of  the  division  to  the  division  quartermaster  for  notation  or  report; 
returned  by  the  division  quartermaster  to  the  assistant  adjutant-general  of  the  divis- 
ion;  forwarded  by  the  divisitm  commander,  through  the  Adjutant-General,  to  the 
Lieutenant-General  of  the  Army;  referred  by  the  Adjm ant-General  to  the  Quarter- 
master-General for  remark,  '  to  be  returned  ; '  returned  by  the  Quartermaster-General 
to  tlie  Adjutant-General;  submitted  by  the  Lieutenani -General  to  the  Secretary  of 
War  for  apjiroval ;  approved  hy  the  Secretary  of  War,  and  ret  ui  ned  to  the  Lieutenant- 
General,  who,  through  the  Adjutant-General,  advises  the  division  commander  of  the 
decision  of  the  Secretary  of  War,  sending  a  copy  of  the  letter  to  the  Quartermaster- 
General,  but  as  a  rule  reiainiugthe  papers  upon  the  files  of  the  Adjutant-General's 
Office,  necessitating  further  research  and  correspondence,  if  they  are  needed  for  refer- 
ence iu  similar  cases  which  may  arise,  or  in  re\  isiou  of  officers' accounts  of  money  or 
property  expended.  The  division  commander  thereupon,  it  is  presumed,  communicates 
the  decision  of  the  Secretary  of  War,  through  the  same  channels,  backward  till  it 
eventually  reaches  the  lieutenant  and  acting  assistant  quartermaster,  with  whom  the 
case  originated,  who  thereu|>on  prepares  ibrtnal  vouchers  for  the  service. 

"  In  like  manner  purchases  of  snpplies  nuide  *  in  cases  of  emergency  without  legal 
public  notice  and  formal  contract'  are  reported  and  acted  upon  through  the  same 
channels,  and  generally  all  matters  reiiuiring  the  action  of  the  War  Department. 

"  It  is  far  from  the  purpose  of  tlie  Qnarternuister-General  to  interfere  with  or  even 
to  criticise  the  meth'  <ls  of  corresi>ondeijce  which  legnlations  ])rescribe  and  which  in 
the  wisdom  of  officers  commaiuling  troops  may  be  necessary  for  proper  military  dis- 
cipline ;  but  it  is  submitted  that  in  cases  where  such  officers  are  not  interested  (where 
thelawsspecifically  prescribe,  as  in  seciion  1I3.<,U.S.  Kevised  Statutes),that  the  Quar- 
termaster's Department  alone,  under  the  diiection  of  the  Secretary  of  War,  shall  act, 
irrespectiveof  commanders  of  troo|>8,  and  in  all  cases  affecting  merely  the  fiscal  rela- 
tions and  responMil)ilitie8  of  officers  of  the  Quartermaster's  Department,  all  this  cir- 
cumlocutory routine,  involving  a  waste  ol  time,  of  high-priced  clerical  labor,  and 
unnecessary  work,  should  be  abolished." 

The  Quartermaster-General  conclndes  with  the  remark  that — 

**  If  ihe  Secretary  of  War  can  be  lelieved  of  the  woikof  reviewing  cases,  the  princi- 
ples of  which  have  been  previously  determined  (by  intrusting  and  delegating  to  the 
Quartermaster-General  the  power  of  acting  in  his  name),  it  is  my  opinion  that  it  would 
result  in  a  better  and  more  economical  ilis|)atch  of  public  business." 

With  reference  to  the  views  above  expressed,  it  may  be  remarked  that  the  order 
above  quoted,  of  September  9,  1873,  has  not  been  revoked  by  the  Secretary  of  War, 


77 

and  therefore  it  is  believed  that  the  proposed  circular,  in  addition  to  this  order,  will 
accomplish  the  object  (h^siied  by  the  Quartermaster-General,  as  far  as  it  is  possible  to 
do  so  consistejitly  with  the  duties  of  the  Secretary  of  War. 

If  the  order  of  September  9,  1873,  is  to  be  continued  in  force  it  should  now  be  ex- 
tended to  all  of  the  Bureaus  of  the  Department,  and  the  circular  amended  so  as  to  au- 
thorize chiefs  of  Bureaus  to  dispose  of  such  cases  as  they  may  believe  to  be  properly 
within  the  scope  of  their  authority,  by  decidin<5  them  in  their  own  name  ;  and  when 
existing  regulations  or  orders  require  certain  cases  to  be  submitted  to  the  Secretary 
of  War  for  his  action,  but  in  which  there  is  no  difference  of  opinion,  no  doubt  as  to 

the  facts,  law,  or  regulations,  where  the  amount  involved  does  not  exceed  $ ,  when 

the  action  of  the  Secretary  in  person  is  not  r -quired  by  law,  in  which  the  decision  of 
the  Secretary  can  be  distinctly  foreseen,  or  the  principles  of  which  have  been  previ- 
ously determined,  chiefs  of  Bureaus  are  authorized  to  decide  such  cases  and  sign  the 
decision  "  By  authority  of  the  Secretary  of  War." 

If  all  cases  acted  on  under  delegated  authority  are  signed  "  By  authority  of  the  Sec- 
retary of  War"  and  the  signature  ''By  order  of  the  Secretary  of  War"  is  only  used 
in  ca^es  where  the  Secretary  has  seen  the  papers  and  given  orders,  then  the  records 
will  show  with  certainty  just  what  cases  have  received  thepersonal  action  of  the  Sec- 
retary of  War.  All  of  the  cases  signed  by  the  Secretary  or  "By  order  of  the  Secre- 
tary of  W^ar"  should  be  recorded  or  noted  in  the  Secretary's  ofHce,  in  order  that  he 
may  have  nnder  his  immediate  control  the  record  of  his  own  acts. 

To  further  complete  the  circular,  a  clause  should  be  added  authorizing  chiefs  of 
Bureaus  to  correspond  with  any  military  commander  or  staff  officer  upon  the  business 
of  their  respective  Bureaus,  fowarding  the  same,  or  a  copy,  through  or  to  any  com- 
ui*ider  wlu)  should  be  informed  of  the  contents  thereof.  This,  it  is  thought,  will  se- 
cure rapidity  and  correctness  of  execution  as  well  as  of  action,  and  save  not  only 
clerical  labor  but  the  time  of  officials  who  now  have  to  deal  with  the  matters  under 
consideration. 

Views  in  accord  with  the  foregoing  were  expressed  by  several  of  the  chiefs  of  Bu- 
reaus in  their  reports  to  the  Secretary  of  War  in  April,  1885.  These  views  are  here 
quoted. 

The  Adjutant-General  says : 

"A  large  n timber  of  papers  of  an  almost  exclusively  administrative  character  are 
sent  to  this  office  which,  it  seems  to  me,  should  be  sent  direct  to  the  chiefs  of  admin- 
istrative Bureaus  having  charge  of  the  matters  to  which  they  relate.  This  would 
not  only  reduce  considerably  the  clerical  work  of  at  least  one  of  the  branches  of  my 
office,  but  would  greatly  facilitate  the  transaction  of  business.  To  illustrate  the  {)res- 
ent  system  of  dealing  with  papers  of  this  class  1  will  cite  an  instance:  An  application 
is  made  by  a  post  commander,  through  his  post  quartt-rmaster,  for  an  amount  of  lum- 
ber to  make  certain  repairs;  this  is  forwarded,  approved,  to  department  headquarters; 
from  there  it  is  sent  to  the  division  headquarters,  and  thence  to  the  Adjutant-General. 
On  its  receipt  here  it  is  referred  to  the  Quartermaster-General,  and  by  him  returned 
to  the  Adjutant-General,  when  the  latter  submits  it  to  the  Lieutenant-General,  who 
returns  it  to  the  Adjutant-General  to  be  laid  before  the  Secretary  of  War.  To  simplify 
this,  I  beg  to  suggest  that  the  Regulations  be  so  modified  that  papers  of  the  class 
mentioned  shall  be  sent  by  the  department  commander  direct  to  the  chief  of  the  Bu- 
reau who  must  take  action  upon  them,  and  by  him  submitted  to  the  Secretary  of  War 
for  consideration.  If  the  application  involves  a  military  question  upon  which  the 
Secretary  of  War  would  like  to  have  the  opinion  of  the  highest  military  authority 
before  finally  acting  upon  it,  the  paper,  by  his  direction,  can  be  submitted  to  the 
General  commanding  the  Arujy  for  his  views.  I  am  quite  satisfied  that  some  such 
course  would  save  labor  in  this  office,  not  increase  it  in  others,  and  be  more  likely  to 
secure  promi)t  and  intelligent  action  than  the  circumlocutory  one  now  pursued." 

The  Quartermaster-General  says: 

''The  work  of  the  office  will  be  more  efficient,  provided: 

"(1 )  The  Quartermaster-General  shall  be  permitted  to  act  upon  the  papers  pertaining 
to  the  fiscal  matters  of  his  own  department,  and,  when  necessary,  to  give  the  orders  of 
the  honorable  the  Secretaryof  War  in  regard  thereto,  being  responsible  to  the  honorable 
Secretary  of  War  alone  for  his  action.  Theofficersof  the  Quartermaster's  Department 
should  corresx)oud  npon  fiscal  matters  directly  with  the  Quartermaster-General  and 
receive  his  instructions  directly  thereon.  (Copiesofinstructiotis  received  by  any  offi- 
cer of  the  Quartermaster's  Department  affecting  the  distribution  of  supplies,  public 
property,  or  a  redistribution,  should  be  shown  to  the  military  commander  interested 
by  the  officer  serving  nnder  him  who  receives  them.) 

"(2)  The  Quartermaster-General,  under  the  Secretary  of  War,  should  give  to  any 
and  all  officers  of  the  Quartermaster's  Department  all  the  necesvsary  instructions  about 
the  transportation  'of  military  i)roperty  and  stores'  throughout  the  United  States  under 
section  220,  Ri-vised  Statutes'.  This  applies  to  ordnance  stores,  to  and  from  arsenals, 
to  medical  supplies,  subsistence  and  quartermaster's  stoves,  and  to  all  transportation 
for  the  civil  bureaus  of  the  Government  across  the  continent,  under  the  statutes  for 
land-grant  roads. 


78 

*'  (3)  The  Qiiartenuaster-General  ought  to  give  the  honorable  Secretary  of  War's  in- 
structions in  regard  to  purchase  of  supplies  out  of  th(3  api)ropriation  for  his  depart- 
ment, designating  the  place,  time,  and  amounts  authorized,  the  usual  information 
about  the  same  being  given  by  them  to  the  commanders  under  whom  they  are  serv- 
ing. 

**To  transact  fiscal  business  through  the  medium  of  many  different  agents  causes 
infinite  confusion  and  confounds  all  principles  of  the  division  of  labor,  and  renders  it 
impossible  to  define  and  establish  a  just  responsibility  in  the  expenditures  of  public 
funds.  The  officers  of  the  Quartermaster's  Department,  wherever  stationed,  when  do- 
ing duty  under  their  bonds,  should  'be  subject  to  the  orders  of  the  Quartermaster- 
Grenerai,  under  sections  1133  and  1139,  in  so  far  as  they  are  fiscal  officers,  or  in  what 
relates  to  the  expenditure  of  the  appropriation  for  their  Department,  and  no  military 
commander  should  interfere  with  that  part  of  their  duties,  unless  in  an  emergency 
or  to  prevent  a  plain  case  of  fraud  on  the  Government.  A  gradual  modification  of 
the  regulations  will  be  necessary  to  fix  these  practices  upon  their  proper  legal  foot- 
ing, which  prevailed  in  the  military  establishment  until  the  late  war. 

"  It  is  important  that  the  Quartermaster-General  keep  the  papers  relating  to  his 
own  Department  in  regard  to  fiscal  matters  and  the  supply  of  troops  at  military  posts 
with  fuel,  forage,  straw,  stationery,  water,  and  general  supplies ;  and  also  in  the  con- 
struction of  barracks  and  quarters;  for,  without  the  data  and  the  proper  knowledge 
of  the  changes  and  business  of  his  Department  going  on  at  the  several  posts  and  sta- 
tions ho  can  form  no  correct  opinions  nor  hold  the  officers  of  his  Department  to  any 
such  accountability  as  is  contemplated  by  statute." 

The  Commissary-General  of  Subsistence  says : 

"In  my  opinion  not  only  the  work  of  this  Bureau  of  the  War  Department,  hut  that 
of  others,  has  been  considerably  increased  in  recent  years  by  the  practice  that  has 
grown  up,  under  the  requirement  of  military  commanders,  whereby  very  much  of 
the  correspondence  of  the  staff  and  supply  departments  of  the  Army  has  to  be  con- 
ducted by  or  through  the  Adjutant-General's  Department  of  the  Army,  instead  of 
being  conducted  directly  with  the  chiefs  of  those  departments,  as  formerly." 

The  Chief  of  Ordnance  says: 

"  (l"*  The  Ordnance  Bureau  is  a  branch  of  the  War  Department,  and  its  records  are 
a  portion  of  the  War  Department  records.  All  Ordnance  Bureau  papers,  no  matter 
where  referred  for  action  within  the  War  Department,  should  therefore  be  finally 
returned  to  this  office  lor  file ;  a  note  of  such  disposition  by  other  offices  through 
which  it  passes  being  sufficient  for  the  completion  of  their  records.  The  same  rule 
should  apply  to  the  papers  belonging  to  other  Bureaus  passing  through  and  acted  on 
in  like  manner. 

"(2)  Army  Regulations  2520  requires  that  requisitions,  after  approval  by  the  de- 
partment  commander,  shall  be  sent  direct  to  the  Chief  of  Ordnance,  but  it  is  of  frequent 
occurrence  to  receive  requisitions  which,  insteadof  being  mailed  direct  by  the  depart- 
ment commander,  have  been  by  him  forwarded  to  the  division  commander,  and  by 
him  to  the  Adjutant-General,  and  by  the  latter  sent  to  this  office.  A  compliance  with 
regulations  would  in  such  cases,  and  they  are  very  numerous,  save  the  Government 
much  needless  labor.  It  seems  to  me  that  so  simple  a  rule  should  govern  even  with- 
out special  regulations,  and  that  is,  that  a  paper  that  on  its  face  clearly  calls  for  the 
action  of  the  Chief  of  Ordnance,  and  can  not  be  acted  on  by  any  other  official,  ought 
to  be  sent  direct  to  him.  Should  action  be  required  by  higher  authority,  it  then  goes 
properly  indorsed  by  the  only  official  whgae  duty  is  to  advise,  and  the  completed 
papers  are  in  condition  for  final  action." 

In  conclusion,  if  the  recommendations  of  the  board  are  approved,  it  is  suggested 
that  as  this  circular  will  authorize  chiefs  of  Bureaus,  as  such,  to  dispose  of  cases  which 
are  within  the  scope  of  their  authority,  they  should  be  requested  to  report  hereafter, 
and  as  soon  as  business  will  permit,  a  list  of  general  orders  and  paragraphs  of  Army 
Regulations  which  should  be  amended  or  revoked  so  as  to  conform  to  the  letter  and 
spirit  of  the  circular,  accompanied  with  a  draught  of  an  order  to  accomplish  the  purpose. 

The  circular,  therefore,  if  amended  in  accordance  with  the  foregoing  suggestions, 
will  read  as  follows : 


[Circular.] 


Wae  Department, 

,  1889. 


Letters  and  other  papers  received  at  the  War  Department  or  any  of  its  Bureaus 
will,  unless  otherwise  directed,  be  at  once  sent  to  the  offices  to  which  they  pertain 
without  instructions,  each  chief  of  a  Bureau  being  responsible  that  the  mail  sent  to 
him  is  promptly  acted  upon  and  report  made  to  the  Secretary  of  War  in  cases  requir- 
ing his  action,  or  to  which  he  should  reply.  When  acted  upon  by  the  Secretary  the 
proper  notation  will  be  made  and  the  papers  sent  to  the  office  to  which  the  subject- 
matter  pertains,  unless  instructions  to  the  contrary  are  given  ;  and  generally  only 


79 

such  papers  will  be  filed  in  the  office  of  the  Secretary  of  War  as  do  not  pertaiu  to  the 
business  of  any  of  the  subordinate  Bureaus.  This  rule  will  also  apply  to  the  filing  of 
papers  in  the  Bureaus  and  offices  of  the  Department.  Only  such  papers  will  be  filed 
in  a  given  bureau  or  office  as  clearly  belong  to  its  business  and  are  within  the  juris- 
diction of  the  chief  thereof. 

A  paper  submitted  for  the  action  of  the  Secretary  of  War  will  be  so  prepared  as 
that  the  last  indorsement  or  report  shall  contain,  in  the  fewest  possible  words,  a  sum- 
mary of  the  case,  unless  this  appears  in  some  report  on  the  same  or  an  accompanying 
paper  to  which  reference  is  made  ;  it  should  also  show  the  question  to  be  decided,  and 
conclude  with  an  opinion  or  recommendation.  When  necessary  the  law,  orders,  or 
customs  of  the  service  governing  in  like  cases  will  be  stated,  and  the  case  made  com- 
plete in  itself,  so  that  reference  to  previous  papers  will  only  be  necessary  to  aflford 
more  definite  information  upon  matters  already  summarized  in  the  report. 

Where  it  is  evident  that  it  will  be  necessary  to  send  the  report  of  the  Bureau  officer 
with  the  reply  of  the  Secretary  of  War,  the  report  should  be  separate  from  the  papers 
or  a  copy  of  it  submitted. 

The  subject  of  correspondence  will  be  indicated  by  the  writer  in  the  upper  left-hand 
corner  of  the  first  page  of  the  letter  or  report,  the  ''subject "  not  to  exceed  three  or 
four  words. 

Chiefs  of  Bureaus  are  authorized  to  decide  cases  properly  within  the  scope  of  their 
authority  in  their  own  name.  When  existing  regulations  or  orders  require  certain, 
cases  to  be  submitted  to  the  Secretary  of  War  for  his  action,  but  in  which  there  is  no 
dilference  of  opinion,  no  doubt  as  to  the  facts,  law,  or  regulations,  where  the  amount 

involved  does  not  exceed  $ ,  when  the  decision  of  the  Secretary  of  War  can  be 

distinctly  foreseen,  or  the  principles  of  which  have  been  previously  determined, 
chiefs  of  Bureaus  are  authorized  to  decide  such  cases  and  sign  the  decision  "  By  au- 
thority of  the  Secretary  of  War,"  provided,  any  case  so  decided  pertains  to  the  par- 
ticular class  of  business  over  which  the  chief  of  the  Bureau  who  decides  the  case  has 
jurisdiction. 

All  cases  decided  by  the  Secretary  of  War,  or  in  which  he  has  given  orders,  will  be 
signed  either  by  the  Secretary  or  **By  order  of  the  Secretary  of  War,"  and  all  such 
cases  must  be  noted  or  recorded  in  the  office  of  the  Secretary. 

Chiefs  of  Bureaus  are  authorized  to  correspond  with  any  military  commander  or 
staff  officer  upon  the  business  of  their  respective  Bureaus,  forwarding  the  same,  or  a 
copy,  through  or  to  any  commander  who  should  be  informed  of  the  contents  thereof. 

The  Secretary  of  War  requests  chiefs  of  Bureaus  to  see  that  the  requirements  of  this 
circular  are  fully  complied  with. 

By  order  of  the  Secretary  of  War. 


Kespectfully  submitted. 


Hon.  William  C. 

Secretary  of  War. 


Chief  Clerk. 
John  Tweedale, 

L.    W.    TOLMAN, 

Jacob  Frech, 

Members  of  Board. 


[Indorsement.] 

War  Department, 

January  15,  1889. 
Kespectfully  referred  to*  for  his  views  and  for  such  amendments  as  in  his  opinion 
should  be  made  to  the  circular  in  order  to  simplify  and  hasten  the  work  of  the  De- 
partment and  do  away  with  unnecessary  routine  ;  also  for  a  detailed  statement  of  the 
classes  of  work  falling  within  thejurisdictien  of  his  office.  This  report  is 'desired  by 
the  22d  instant.  It  is  the  intention  when  the  statements  from  the  several  chiefs  of 
Bureaus  are  received  to  have  them  classified  and  arranged  for  ready  reference  ;  then 
to  be  printed  and  distributed,  so  that  there  need  be  no  doubt  where  to  send  a  paper 
when  its  subject  is  ascertained. 

When  report  shall  have  been  made  upon  this  circular,  you  are  requested  to  trans- 
mit as  soon  as  possible  thereafter  a  list  of  general  orders  and  paragraphs  of  Army 
Regulations  which  should  be  amended  or  revoked,  so  as  to  conform  to  the  letter  and 
spirit  of  this  circular,  accompanied  with  a  draught  of  an  order  to  accomplish  the  pur- 
pose. 

William  C.  Endicott, 

Secretary  of  War. 

*  To  the  chiefs  of  the  several  Bureaus  of  the  War  Department. 


80 

Appendix  No.  9. 

MESSENGER   SERVICE. 

War  Department, 
Board  on  Business  Methods, 

January  17,  1889. 
The  "board  having  taken  into  consideration  the  subject  of  transfer  of  official  papers 
between  bureaus,  divisions,  sections,  and  desks,  has  the  honor  to  submit  the  follov?^- 
ing  report  and  recommendation : 

MEANS   OF    FREQUENT    COMMUNICATION    BETWEEN    BUREAUS,    DIVISIONS,    SECTIONS, 
AND   DESKS  BY  MESSENGER  SERVICE. 

A  letter,  paper,  or  case  necessarily  passes  through  many  hands  from  the  time  of  its 
receipt  in  the  Department  until  it  is  liually  acted  upon  and  disposed  of.  Hence  the 
necessity  for  frequent  communication  iu  person  or  by  messenger  between  officials  or 
clerks  who  have  in  auy  manner  to  deal  with  one  and  the  same  item  of  business. 

In  theory,  cases  not  routine  are  transferred  as  soon  as  ready  for  action  by  another 
person;  but  new  business  follows  close  on  the  completed,  and  the  mind  occupied  with 
it  instantly  leaves  the  finished  work,  which  may  not  be  at  once  transferred  by  reason 
of  the  messenger  being  otherwise  engaged.  In  practice,  therefore,  it  happens  that 
delays  do  occur,  and  the  mail  is  consequently  moved  at  irregular  intervals.  This 
delay  principally  affects  the  merely  routine  cases,  which  constitute  a  large  part  of  the 
work,  and  which  are  not  liable  to  have  attencion  called  to  them.  It  becomes  of  great 
importance,  therefore,  to  adopt  a  system  which  shall  be  automatic,  and  move  all  cases 
■^vith  the  rapidity  of  special  cases. 

The  amount  of  delay  resulting  from  infrequent  communication  becomes  apparent 
in  timing  the  transfer  of  a  paper  which  for  the  sake  of  brevity  and  simplicity  will  be 
presumed  in  the  following  illustration  to  require  but  slight  action  at  each  of  the  six 
stages  through  which  it  is  traced,  and  that  papers  of  that  class  are  transferred  as 
ofteu  as  twice  a  day. 

(1)  A  receives  a  paper  on  Monday  morning,  acts  on  it  without  delaj"^,  and  places  it 
with  similar  papers  in  a  basket  or  box  for  delivery  by  messenger  td  B. 

(2 )  B  receives  it  on  the  same  day  by  afternoon  delivery,  acts  on  it,  and  places  it  in 
a  basket  for  delivery  by  messenger  to  C. 

(0)  C  receives  it  on  Tuesday  morning,  acts  on  it,  and  it  goes  in  a  similar  manner 
toD. 

(4)  D  receives  it  on  Tuesday  afternoon,  acts  on  it,  and  sends  it  toE. 

(5)  E  receives  it  on  Wednesday  morning,  acts  on  it,  and  sends  it  to  F. 

(6)  F  receives  it  on  Wednesday  afternoon,  acts  on  it,  and  sends  it  to  G,  who  receives 
it  on  Thursday  morning. 

Thus  there  may  be  three  whole  days  consumed  in  simply  passing  a  paper  through 
six  hands;  and  this  on  a  supposition  that  it  is  acted  on  by  each  person  as  soon  as  re- 
ceived, or  at  least  is  not  delayed  by  arrearage  of  similar  papers  not  yet  acted  on  at 
any  of  the  stages  of  its  progress.  It  is  evident  that  much  of  this  delay  can  be  obvi- 
ated by  providing  for  the  more  frequent  transfer  of  papers  from  one  branch  of  work 
to  another. 

Half-hourly  offias  mail  delivery. 

It  is  therefore  recommended  that  round-trip  collections  and  deliveries  be  punctually 
made  at  the  different  delivery  baskets  or  boxes  in  a  Bureau,  at  least  once  every  half 
hour,  thus  bringing  all  the  rooms,  sections,  and  divisions  of  a  Bureau  in  frequent  and 
regular  communication  with  each  other ;  so  that  a  paper  that  has  received  appropri- 
ate action  at  any  stage  of  its  progress,  goes  from  the  desk  at  which  it  has  just  been 
acted  on  to  the  desk  at  which  it  is  to  receive  its  next  action  within  thirty  minutes. 

It  is  also  recommended  that  similar  half-hourly  collections  and  deliveries  be  adopted 
for  the  transfer  of  papers  between  the  several  Bureaus  and  the  office  of  the  Secretary. 

In  order  that  the  fullest  benetit  may  be  derived  from  this  frequent  means  of  com- 
munication— 

(1)  All  papers  should  be  immediately  taken  up  on  receipt  and  placed  in  the  hands 
of  one  or  more  of  the  clerks  engaged  upon  the  class  or  classes  of  work  pertaining 
thereto. 

(2)  If  such  clerks  have  an  arrearage  of  work  on  hand,  every  possible  exertion 
should  be  made  to  dispose  of  such  arrearage,  so  that  a  paper  will  not  have  to  lie 
hours  or  days  simply  awaiting  its  turn. 

(3)  Every  paper  that  has  received  suitable  action  should  be  placed  in  the  delivery- 
box  before  or  at  the  time  of  the  next  collection. 


81 

(4)  In  other  words,  if  two  or  more  cases  are  acted  on  by  any  clerk  in  any  half  hour, 
let  them  all  bo  transferred  by  the  next  delivery ;  but  if  only  one  case  has  been  acted 
on  by  him  in  any  half  hour,  let  it  be  transferred  by  the  next  delivery,  and  not  lie  on 
a  desk  simply  because  other  similar  cases  have  not  yet  been  acted  on. 

Under  this  method  of  frequent  and  regular  delivery  of  papers,  every  case  will  be 
moved  with  practically  the  same  expedition  as  special  cases.  The  necessity  fol*  re- 
l)lying  to  urgent  inquiries  about  delayed  cases,  entertaining  requests  to  make  such 
cases  special,  looking  them  up  in  the  office,  taking  them  out  of  their  regular  routine, 
and  watching  them  closely  at  each  stage  of  their  progress  to  prevent  their  relapse 
into  the  routine,  would  be  practically  reduced  to  the  minimum. 

Cases  requiring  immediate  action  should,  of  course,  be  delivered  at  once  from  hand 
to  hand  by  clerks  or  messengers,  «as  the  frequent  regular  delivery  is  intended  only  to 
expedite  cases  which  are  now  moved  at  longer  intervals  of  time. 

Office  mail-cards. 

In  order  that  a  paper  or  number  of  papers  may  be  readily  dispatched  to  their  des- 
tination, appropriate  reversible  cards  or  jackets,  plainly  addressed,  should  be  pro- 
vided for  the  transmission  of  such  papers  where%^er  practicable. 

Such  card  or  jacket  can  be  placed  on  top  of  a  thick  jiackage  of  papers  or  folded 
about  a  few  papers,  and  held  fast  by  means  of  a  rubber  band,  so  that  it  may  be  readily 
unfastened. 

The  cards  should  have  the  address  in  red  ink  of  the  room  or  division  from  which 
sent  on  the  inside  of  both  folds,  and  that  of  the  room  or  division  to  which  sent  in 
black  ink  on  the  outside  of  both  folds,  so  that  when  the  card  is  folded  the  address 
may  be  readily  seen  with  either  side  up.  The  folds  should  be  of  stiff  card-board, 
hinged  with  muslin. 

As  the  addresses  on  the  card  accompanying  the  papers  will  always  clearly  indicate 
to  whom  they  are  to  go,  and  from  whom  they  came,  addressing  of  envelopes  or  slips 
will  be  obviated. 

Where  A  usually  sends  papers  to  B,  the  cards  used  by  A  may  be  addressed  to  B  in 
black,  and  contain  the  address  of  A  on  the  reverse  side  in  red,  with  remark :  "  Keturn 
to  A."    This  will  insure  the  return  of  the  cards  to  A  for  use  by  the  next  delivery. 

So,  where  B  has  occasion  to  send  papers  to  A,  B  should  be  provided  with  a  similar 
set  of  cards,  with  A's  address  in  black  and  B's  in  red,  with  remark :  ^'  Return  to  B." 
This  will  i)revent  all  the  cards  being  at  one  end  of  the  line  when  some  are  wanted  at 
the  other. 

While  a  difference  in  color  of  addresses  is  not  indispensable,  it  will  be  found  conven- 
ient where  many  cards  from  different  sources  are  handled,  as  when  a  card  is  received 
having  a  black  address  on  the  outside  it  is  at  once  known  that  it  belongs  to  the  di- 
vision indicated  in  red  on  the  reverse  side,  so  it  need  simply  be  reversed,  after  taking 
out  the  papers,  and  dropped  into  the  outgoing  basket,  wriile  one  received  with  a  red 
address  outside  is  retained,  it  having  arrived  at  the  division  where  it  belongs. 

To  accomplish  the  half-hourly  mail  delivery  it  will  be  necessary  in  most  of  the  Bu- 
reaus to  have  one  or  more  messengers  exclusively  engaged  upon  this  work.  They 
can,  no  doubt,  be  readily  designated,  as  the  other  messengers  will  have  more  time  to 
attend  to  other  work. 

Respectfully  submitted. 

John  Tweedale, 

L.   W.   TOLMAN, 

Jacob  I^'rench, 
Memhera  of  Board. 
Hon.  Wm.  C.  Endicott, 

Secretary  of  War.  m 


[Orders.] 


War  Department, 
Washington  City,  January  18,  1889. 

In  order  to  secure  frequent  and  prompt  delivery  of  official  papers  between  the 
rooms  or  sections  of  a  Bureau,  the  chief  of  each  Bureau  in  which  the  business  trans- 
acted will  warrant  such  action,  is  hereby  directed  to  assign  an  assistant  messeuger  or 
laborer  to  the  duty  of  regularly  collecting  and  delivering  official  papers. 

Collections  and  deliveries  to  be  punctually  made  by  the  designated  carrier  at  all  the 
deliverv  baskets  or  boxes  in  a  Bureau  every  half  hour,  viz,  8.45,  9.15,  9.45, 10.15, 10.45, 
11.15,  11.45  a.  m. ;  12.30,  1.00,  1.30,  2.00,  2.30,  3.00  and  3.30  p.  m. ;  the  carrier  calling 
At  each  mail-basket  twice  each  trip,  once  going  and  once  returning,  so  as  to  insure 

17958 6 


82 

the  transmission  of  completed  papers  in  either  direction  throughout  the  Bureau  each 
half  hour. 

Similar  half-hourly  collections  and  delivery  of  papers  will  he  made  between  the 
several  Bureaus  and  the  office  of  the  Secretary  by  an  assistant  messenger  or  laborer, 
to  be  designated  by  the  chief  clerk  of  the  Department ;  the  hours  of  delivery  being 
9.00,  9.30,  10.00,  10.30,  11.00,  and  11.30  a.  m.  ;  12.00  m. ;  12.45,  1.15,  1.45,  2.15,2.45, 
3.15,  and  3.45  p.  m. 

In  order  that  the  fullest  benefit  may  be  derived  from  this  method  of  communica- 
tion, chiefs  of  Bureaus  will  require  that  all  papers  delivered  be  immediately  taken  up 
and  placed  in  the  hands  of  clerks  engaged  upon  the  work  pertaining  thereto;  and 
thai)  every  j)aper  that  has  been  acted  upon  in  one  room,  and  which  requires  action 
in  another,  be  placed  in  the  delivery  box  before  or  at  the  time  of  the  next  collection. 
Cases  which  require  immediate  action  will,  of  course,  be  delivered  at  once.  The 
half-hour  delivery  applies  to  cases  which  have  been  moved  at  longer  intervals. 

Keversible  mail-cards  or  jackets,  plainly  addressed,  will  be  used  for  the  protection 
and  safe  transmission  of  papers,  wherever  their  shape  or  size  will  permit;  the  ad- 
dress of  the  room  or  division  from  which  sent  to  be  in  red  ink  on  the  inside  of  both 
folds,  and  of  the  room  or  division  to  which  sent  in  black  ink  on  the  outside  of  both 
folds. 

In  order  to  allow  time  for  the  preparation  of  the  necessary  mail- cards,  this  order 
will  be  carried  into  eflFect  on  the  Ist  of  February  next. 

In  the  meantime  estimates  of  the  number  and  sizes  of  cards  will  be  made  by  each 
Bureau. 

As  explanatory  of  this  system,  the  report  of  the  board  on  business  methods  is  hereto 
appended. 

Wm.  C.  Endicott, 

Secretary  of  War, 


Appendix  I^o.  10. 

SUPPLY  DIVISION. 

War  Department, 
Board  on  Business  Methods, 
January  18,  1889. 

The  board  has  the  honor  to  submit  the  following  report  upon  the  subject  of  the 
procurement  of  supplies  for  the  Depai-tment  and  its  Bureaus : 

For  many  years  prior  to  1882  the  contract  for  supplying  stationery  was  awarded  to 
the  bidder  whose  total  bid  for  all  the  items  on  the  schedule  was  the  lowest,  and  each 
Bureau  purchased  directly  from  the  contractor.  The  form  of  the  advertisement  in- 
viting proposals  for  stationery  was  changed  by  the  Secretary  of  War  in  liis  adver- 
tisement ot  May  22,1883,  the  following  clause 'being  inserted:  "Bids  will  be  con- 
sidered on  each  item  separately."  Bidders  were  required  to  submit  samples  of  the 
goods  proposed  to  be  furnished,  and  a  board  of  experienced  clerks  was  appointed  to 
pass  upon  the  samples  received,  with  instructions  to  "  consider  each  item  separately 
and  determine  their  recommendation  for  an  award  on  each  article  before  passing  to 
the  next.  Upon  the  approval  of  the  recommendation  of  the  board  by  the  Secretary 
of  War,  a  contract  was  entered  into  with  the  lowest  bidder  who  proposed  to  furnish 
a  particular  item  of  stationery  equal  to  the  sample  selected. 

Prior  to  1883  egch  Bureau  had  a  separate  appropriation  for  office  contingencies,  out 
ot  which  articles  of  stationery  and  miscellaneous  supplies  were  purchased,  and  until 
that  year  miscellaneous  supplies  were  purchased  as  needed  by  each  Bureau  without 
advertisement.  In  the  act  approved  March  3, 1883  (22  Statutes,  552),  the  fourteen  sepa- 
rate appropriations,  for  office  contingencies,  were  merged  into  two  appropriations, 
one  lor  stationery,  the  other  for  contingent  expenses,  which  includes  miscellaneous 
supplies,  and  these  two  appropriations  were  placed  under  the  direct  control  of  the 
Secretary  of  War.  The  method  adopted  in  1882  for  the  purchase  of  stationery,  as 
described  above,  has  since  1883  been  applied  as  far  as  possible  tp  the  purchase  of  mis- 
isellaneouB  supplies.  *-.>..-  j^ 


83 

The  following  table  shows  the  result  for  each  year  from  1882  to  1888 : 
Statement  of  expenditures. 
FOR  MISCELLANEOUS  SUPPLIES. 


Office  or  Bureau. 


Secretary's.  ...i. 

Adjutant-General 

Surjreon-Gpneral  <  > 

Quiiitennaster-General . 
Payraaster-General . .  . . 

Chief  of"  Eniiiueers 

Chief  of  Orduauce 

Comniissary-General . . . 

"Winder  Building 

Inspector-General 

War  Kecords 

Judpe  -  Advocate-  Gen- 
eral   

Signal 


Total 


Eiscal  year  ending- 


June  30, 

1882.* 


June  30, 

1883.* 


June  30, 

1884. 


$5. 188. 69 

11,  494. 98 

11,452.55 

7,  791.  86 

3,  091. 65 

2,  036. 66 

1,  418.  27 

1,  801.  45 

4,291.70 

284.  82 

1, 717.  88 


1,207.99 
1.  966. 95 


53,  745. 45 


June  30, 
1885. 


$7,774.03 
11,003.08 
10,716.45 
7,816.21 
2,398.12 
2,  017. 57 
2, 196.  66 
2,313.39 
4,144.21 
430.  46 
1,  785. 53 

1,979.01 
7,  036. 15 


61,  610.  87 


June  30, 

1886. 


$5,  050.  90 

10,400.21 

9,  854. 19 

7,  971.  90 
2,783.79 
1,  423.  29 
l,.i69.54 
2,115.30 

8,  777.  46 
162.  28 

1,  920. 14 

1,  519.  89 
7,304.22 


,  653. 11     57, 


June  .30, 
1887. 


$6, 552. 83 
10,  643. 93 
10,  055.  59 

6,  581. 41 
2,  525.  02 
1, 447.  29 
1,  941.  .56 
1,  5(50. 54 
5,  880.  71 

144.  20 
1,  944.  69 

1,  476.  09 

7,  090. 03 


June  30, 

1888. 


$7, 449. 38 
10,  467.  28 
12.  644. 18 
7, 135.  41 
2.  142.  30 
2,  527.  96 

1,  766.  94 

2,  200.  5ft 

3,  748.  87 
494.04 

1,241.57 

704.56 
7,012.74 


89     59, 535. 81 


■  No  separate  record. 


FOR  STATIONERY. 


Secretary's 

$8,  502.  26 

$1,  449.  58 

1,  983. 48 

3,  025.  68 

2,  799.  03 

2,  668.  48 

1,846.91 

Adjutant-General 

5.635.24 

3,627.71 

3,  965. 28 

4,  613.  80 

5,  356. 10 

3,  368.  71 

6,  714.  71 

Surgeon-General 

5, 758. 18 

4,  920. 15 

4,489.31 

5,011.17 

4,  645.  62 

3,  811. 74 

4,  087.  87 

Quartern)  aster- General . 

3,  .594. 84 

2,  078.  61 

2,  985. 52 

2,  914. 16 

2,  987.  30 

3,235.25 

2,  945.  53 

Pavmastf  r-General 

1,127.49 

773.  04 

384. 97 

441.  82 

658.  48 

504.  01 

651.  76 

Chief  of  Engineers 

1, 184.  42 

1,  074.  05 

1,  053.  77 

858.  02 

988.  63 

1, 159.  83 

772.  02 

Chief  of  Ordnance 

864.92 

629.  70 

858.  64 

703.  27 

531.89 

939.  95 

840.  21 

Coramissarv-General . . . 

562. 06 

402. 13 

292. 18 

344.37 

400.  05 

457.  58 

232.  53 

Inspector-General 

241.  00 

36.45 

57.43 

194. 55 

254.80 

139. 68 

130. 86 

War  Records 

1,  981. 43 

578.  91 

360.  75 

538. 80 

464.87 

404.28 

411.29 

Judge  -  Advocate-  Gen- 

eral  

217.  80 
4,249.48 

222.  89 
2,  655. 69 

222.  88 
4,  519. 68 

285.  22 
3,  489. 63 

305.  00 
4, 182.  85 

243.12 
3,  710.  61 

260. 41 

Signal 

4,  060.  34 

Total 

33,919.12 

18,44&91 

21, 173.  89 

22,  420.  49 

23, 474. 62 

20,  643.  24 

22, 954.  44 

The  first  column  (1882)  of  the  table  of  expenditures  for  stationery  shows  the  amount 
expended  under  the  old  system  when  the  contract  was  awarded  in  bulk  to  one  per- 
son, and  is  about  the  average  amount  expended  in  previous  years.  The  other  col- 
umns show  the  result  of  the  new  system,  under  which  the  saving  in  the  Secretary's 
office  was  over  80  per  cent,  in  1883,  and  over  75  per  cent,  in  1884,  and  over  40  per 
cent,  in  the  whole  Department,  and  yet  early  in  1883  over  six  hundred  new  clerks  were 
added  to  the  force  of  the  Department.  The  expenditures  have  been  substantially 
uniform  in  amount  since  the  adoption  of  the  new  system.  It  is  to  be  regretted  that, 
as  no  separate  account  was  kept  of  the  expenditures  for  miscellaneous  supplies  prior 
to  July  1, 1883,  it  is  not  possible  to  make  a  comparison  of  the  expenditures  for  those 
supplies. 

Up  to  July  21, 1884,  the  chief  clerk  of  the  Department,  under  the  Secretary,  had 
charge  of  the  purchase  and  issue  of  stationery  and  miscellaneous  supplies,  with  the 
proper  assistants  in  immediate  charge.  The  system  worked  well  and  economically, 
but  neither  the  Secretary  nor  the  chief  clerk  could  exercise  careful  personal  super- 
vision of  the  work,  their  time  being  so  fully  occupied  with  more  important  official 
matters.  The  Secretary,  therefore,  to  relieve  himself  of  direct  responsibility  for  the 
purchase  and  issue  of  supplies  for  which  ho  was  contracting  officer,  decided  to  j)lace 


84 

the  business  in  charge  of  a  bonded  officer  of  the  Quartermaster's  Department  of  the 
Army.    Accordingly  the  following  circular  was  issued : 

[Circular.] 

War  Department, 
Washington  City,  July  21,  1884. 
The  following  is  published  for  the  information  and  guidance  of  the  chiefs  of  Bureaus 
and  officers  on  duty  in  the  War  Department : 

(1)  The  stationery  and  miscellaneous  supply  divisions  of  the  War  Department  will 
bo  consolidated,  and  known  as  the  "  supply  division  of  the  War  Department." 

(2)  The  officer  assigned  to  duty  in  charge  of  the  supply  division  will  purchase,  is- 
sue, and  account  for  all  supplies  for  the  War  Department  and  its  Bureaus,  in  accord- 
ance with  the  regulations  prescribed  for  the  Quartermaster's  Department  of  the  Army. 
Exclusive  of  the  libraries,  he  will  take  up  aud  account  for  all  public  i^roperty  belong- 
ing to  the  War  Department  and  its  Bureaus.  Chiefs  of  Bureaus  w  ill  cause  their  chief 
clerks,  superintendents  of  buildings,  or  other  persons  in  charge  to  furnish  the  officer 
accountable  with  memorandum  receipts  for  all  property  in  their  respective  Bureaus 
or  divisions. 

(3)  For  all  indebtedness  incurred  by  the  officer  in  charge  of  the  supply  division  on 
account  of  the  War  Department  and  its  Bureaus  he  will  prepare  and  certify  proper 
vouchers  for  payment  by  the  disbursing  clerk  of  the  War  Department.  He  will  have- 
charge  of  and  properly  keep  the  books  referred  to  in  section  197,  Revised  Statutes  of 
the  United  States,  and  will  keep  such  other  books  aud  records  as  may  be  necessary 
to  make,  at  all  times,  a  clear  and  correct  exhibit  of  all  purchases,  issues,  stock  ou 
hand,  and  expenses  incurred  on  account  of  the  War  Department  and  its  Bureaus. 

(4)  Notice  of  the  allotment  to  the  several  Bureaus  and  offices  from  the  amount  ap- 
propriated for  contingent  expenses  will  be  given  from  this  office,  and  the  sum  allotted 
to  each  will  not  be  exceeded  without  special  authority  from  the  Secretary  of  War. 

(5)  When  property  or  supplies  are  required  for  the  service  of  any  Bureau  of  the 
War  Department,  requisition  therefor,  signed  or  approved  by  the  chief  of  Bureau, 
will  be  made  by  the  officer  in  char^jeof  the  supply  division  of  the  War  Department. 

Bills  for  gas,  telegraphing,  freight,  and  express  charges  will  be  rendered  as  here- 
tofore, verilied  by  the  respective  chiefs  of  Bureaus,  aud  forwarded  to  the  Secretary  of 
War  for  payment. 

Repairs  of  buildings  and  furniture,  which  require  immediate  attention,  may  be 
made  under  the  supervision  of  the  chief  of  the  Bureau  in  which  the  repairs  are  needed, 
and  the  bills  for  tlie  same,  after  having  received  his  approval,  will  be  forwarded  to 
this  office  for  payment. 

Robert  T.  Lincoln, 

Secretary  of  War. 

The  officer  detailed  (Capt.  C.  H.  Hoyt)  has  since  continued  in  charge.  He  makes  all 
the  contracts  and  issues  the  supplies.  It  was  the  intention,  as  will  be  seen  from  the 
circular,  to  have  the  officer  account  for  the  supplies  "in  accordance  with  the  regula- 
tions prescribed  for  the  Quartermaster's  Department ; "  that  is,  his  accounts,  vouch- 
ers, etc.,  should  be  audited  oy  the  Third  Auditor  of  the  Treasury,  that  officer  having 
charge  of  the  accounts  of  quartermasters.  But  the  quartermaster  in  charge  of  the 
War  Department  supply  division  makes  no  disbursements.  All  of  his  accounts  are  paid 
by  the  disbursing  clerk  of  the  War  Department,  from  the  proper  appropriation,  which 
is  contained  in  the  legislative,  executive,  and  judicial  appropriation  act.  The  expendi- 
tures from  this  appropriation  are  audited  byth'e  First  Auditor  of  the  Treasury,  and 
the  accounts  and  vouchers  of  the  officer  in  cTjarge  of  the  supply  division  must  go  there 
for  audit  if  anywhere.  But  that  officer  does  not  audit  the  accounts  of  quartermasters, 
and  consequently  has  no  clerks  skilled  in  the  requirements  of  the  Army  Regulations. 
To  overcome  the  difficulty  a  circular  was  issued,  providing  that  after  passing  the  scru- 
tiny of  the  Quartermaster-General  the  accounts  should  be  filed  in  the  office  of  the 
Secretary. 

The  following  is  the  circular : 

rCircalar.l 

War  Department, 
Washington  City,  February  19,  188C. 
Referring  to  the  circular  of  July  21,  1884,  from  this  Department,  establishing  the 
'^  supply  division  of  the  War  Department,"  the  following  regulations  will  be  observed 
in  accounting  for  the  supplies  furnished  said  division  : 

The  officer  assigned  to  duty  in  charge  of  the  supply  division  will  purchase,  issue,  and 
account  for  all  supplies  for  the  War  Department  and  its  Bureaus,  in  accordance  with 


85 

the  regulations  prescribed  for  tbo  Quartermaster's  Department  of  the  Army.  His 
property  returns  will  be  examined  in  the  office  of  the  Quartermaster-General,  and  if 
not  satisfactory,  he  will  furnish  such  additional  information  as  will  satisfy  the  Quarter- 
master-General that  the  property  has  been  properly  iiurcliased,  issued,  and  accounted 
for;  except  that  the  propriety  of  the  purchase  of  any  article  will  not  be  raised  by  tlie 
Quartermaster-General. 

The  officer  in  charge  of  the  supply  division — when  in  doubt  as  to  the  propriety  of 
filling  any  requisition  matte  upon  him  under  Paragraph  V  of  War  Department  circular 
of  July  '21,  1884,  will  submit  the  question  to  the  Secretary  of  War  for  decision. 

When  the  returns  have  passed  the  scrutiny  of  the  Quartermaster-General,  and  are 
satisfactory  to  him,  they  will  be  forwarded  to  the  Secretary  of  War  for  tile  in  the 
War  Department. 

When  supplies  are  issued  from  the  supply  division  to  the  War  Department  and  its 
Bureaus,  th<'y  will  be  receipted  for  in  each  Bureau  by  an  officer  of  the  Aru«y  on  duty 
in  the  Bureau  designated  for  the  purpose,  with  the  approval  of  the  Secretary  of  War, 
and  in  the  office  ot  the  Secretary  of  War  by  the  chief  clerk  or  the  officer  acting  for 
him,  which  receipts  will  be  a  sufficient  discharge  of  the  officer  in  charge  of  the  sup- 
ply division  of  his  accountability  for  the  articles  covered  by  the  receipts. 

B^iel  and  articles  of  stationery  and  the  minor  items  of  miscellaneous  supplier  will  be 
dropped  from  further  accountability  when  issued  and  properly  receipted  for ;  the 
larger  and  more  important  articles  of  miscellaneous  supplies  will  be  accounted  for  by 
the  officer  in  charge  of  the  supply  division,  under  section  197  of  the  Revised  Stat- 
utes. • 

Robert  T.  Lincoln, 

Secretary  of  War. 

From  the  foregoing  it  will  be  seen  that  an  officer  of  the  Army  was  assigned  to  the 
charge  of  the  supply  division  for  two  reasons ;  first,  that  he  might  be  the  contracting 
officer,  and  as  such  contract  in  his  own  name  for  supplies  for  the  Department  and  be 
directly  responsible  for  their  purchase  and  issue ;  and,  second,  that  he  should  account 
for  all  such  supplies  purchased  and  issued  in  accordance  with  the  regulations  pre- 
scribed for  the  Quartermaster's  Department  of  the  Army. 

The  second  reason  for  the  assignment  has  not  been  fully  accomplished,  because,  as 
stated  above,  it  was  not  practicable  to  have  his  accounts  audited  where  those  of  other 
quartermasters  were  audited.  It  may  also  be  said  that  he  has  no  accounts  to  audit, 
as  he  makes  no  disbursements,  all  of  the  accounts  for  supplies  purchased  being  paid 
by  the  disbursing  clerk  of  the  War  Department,  whose  accounts  are  audited  by  the 
First  Auditor. 

The  second  reason  failing,  the  first  may  readily  be  met  by  requiring  one  of  the 
clerks  to  give  bond  for  the  faithful  performance  of  his  duties  and  authorizing  him  to 
contract  for  supplies. 

It  is  believed  the  security  afforded  by  an  officer  of  the  Army  being  in  charge  of  the. 
division  is  not  any  greater  than  it  would  be  if  a  bonded  clerk  was  placed  in  charge, 
Allof  the  Bureaus  of  the  Department  (except  the  Signal  Office)  are  now  in  one  buildiugg 
and  the  records  and  stores  of  the  supply  division  may  be  inspected  at  any  time.  A 
the  officer  in  charge  of  the  division  will  go  upon  the  retired  list  this  year,  the  board 
has  no  hesitation  in  recommending  that  the  supply  division  be  placed  in  charge  of  a 
clerk  in  the  Secretary's  Office,  who  shall  be  required  to  give  bond.  From  consulta- 
tion with  chiefs  of  Bureaus  it  is  believed  this  will  give  general  satisfaction.  The 
system  of  purchasing  and  issuing  supplies  in  this  Department  is  practically  the  same 
as  that  adopted  in  the  Department  of  the  Interior,  the  Treasury,  and  in  other  Depart- 
ments. 

In  concluding  this  report  attention  is  called  to  the  fact  that  the  salaries  of  like 
positions  in  other  Departments  are  as  follows  :  The  chief  of  the  division  of  stationery, 
printing,  and  blanks.  Treasury  Department,  |2,500;  the  chief  of  the  miscellaneous 
division,  Treasury  Department,  |2,500  ;  the  chief  of  the  stationery  and  printing  divis- 
ion. Interior  Department,  $2,000,  and  the  custodian  in  charge  of  miscellaneous  sup- 
plies, same  Department,  $1,600.  The  custodian  gives  bond  in  the  sum  of  $5,000.  The 
supply  division  of  the  War  Department  purchases  and  issues  both  stationery  and 
miscellaneous  supplies.  The  salary  of  the  chief  of  that  division  should  therefore 
oqual  that  of  the  chief  of  the  stationery  division  of  the  Treasury.  In  the  annual  es- 
imatesthe  salaries  of  all  chiefs  of  division  in  this  Department  are  recommended  to  be 
$2,400. 

Respectfully  submitted. 

John  Tweedale, 
l.  w.  tolman, 
Jacob  Frech, 

Members  of  Board. 
Hon.  William  C.  Endicott, 

Secretary  of  War. 


86 

[Orders.  1 

War  Department, 
Washington  Citi/,  January  19,  1889. 

Capt.  Charles  H.  Hoyt,  assistant  quarterui aster,  U.  S.  Array,  is  hereby  relieved 
from  duty  in  charge  of  the  supply  division  of  this  Department,  and  will  report  to 
the  Quartermaster-General. 

Mr.  M.  R.  Thorp,  chief  clerk  of  the  supply  division,  is  assigned  to  the  charge  of 
the  supply  division.  He  will  give  bond  in  the  sum  of  $10,000  for  the  faithful  per- 
formance of  his  duties;  and  will  enter  upon  his  duties  after  his  bond  is  approved  by 
the  Secretary  of  War. 

He  will  purchase,  issue,  and  account  for  all  supplies  and  property  in  accordance 
with  the  regulations  contained  in  the  circulars  of  July  '21,  1884,  and  February  19, 
1885,  except  that  portion  of  the  regulations  mentioned  which  requires  supplies  to  be 
purchased,  issued,  and  accounted  for  in  accordance  with  the  regulations  prescribed 
for  the  Quartermaster's  Department  of  the  Army  and  the  property  returns  of  the 
oflScer  in  charge  to  be  examined  in  the  office  of  the  Quartermaster-General,  in  lieu  of 
which  requirements  the  books  and  accounts  of  the  supply  division  will  be  hereafter 
inspected  and  reported  upon  by  an  officer  of  the  Inspector-General's  Department,  in 
accordance  with  the  regulations  governing  that  Department. 

William  C.  Endicott, 

Secretary  of  War. 


Appendix  l^o,  11. 

DAILY  REPORTS  OP  "WORK. 

War  Department, 
Board  on  Business  Methods, 

January  19,  1889. 

The  attention  of  the  board  having  been  called  to  the  matter  of  daily  reports  of 
the  amount  and  character  of  work  performed  by  clerks,  after  careful  examination  the 
following  report  is  respectfully  submitted : 

The  act  approved  August  26,  1842  (section  13,  now  section  173,  'Revised  Statutes), 
provides  that  "each  chief  clerk  in  the  several  Departments  and  bureaus,  and  other 
officers  connected  with  the  Departments,  shall  supervise,  under  the  direction  of  his 
immediate  superior,  the  duties  ofthe  other  clerks  therein,  and  see  that  they  are  faith- 
fully performed." 

In  the  same  section  (now  section  174,  Revised  Statutes)  it  is  also  provided  that  he 
"  shall  take  care,  from  time  to  time,  that  the  duties  of  the  other  clerks  aredistributed 
with  equality  and  uniformity  according  to  the  nature  of  the  case.  He  shall  revise 
such  distribution,  from  time  to  time,  for  the  purpose  of  correcting  any  tendency  to 
undue  accumulation  or  reduction  of  duties,  whether  arising  from  individual  negligence 
or  incapacity,  or  from  increase  or  diminution  of  particular  kinds  of  business ;  and  he 
shall  report  monthly  to  his  superior  officer  any  existing  defect  that  he  may  be  aware 
of  in  the  arrangement  or  dispatch  of  business." 

And  in  the  same  section  (now  section  17.5,  Revised  Statutes)  it  is  further  pro- 
vided that  "  each  head  of  a  Department,  chief  of  a  bureau,  or  other  superior  officer, 
shall,  upon  receiving  each  monthly  report  of  his  chief  clerk,  rendered  pursuant  to  the 
preceding  section,  examine  the  facts  stated  therein,  and  take  such  measures  in  the 
exercise  of  the  powers  conferred  upon  him  bylaw,  as  may  be  necessary  and  proper  to 
amend  any  existing  defects  in  the  arrangement  or  dispatch  of  business  disclosed  by 
such  report." 

On  the  11th  of  April,  1845,  the  President  addressed  the  following  letter  to  the  Sec- 
retary of  War  upon  the  subject : 

Washington  City,  April  11,  1845. 
Sir:  In  executing  the  laws  there  is  no  duty  which  appears  to  me  more  imperative 
than  to  take  care  that  officers  who  receive  the  public  money  shall  promptly  and  fully 
perform  the  duties  for  which  the  law  appropriates  their  respective  salaries.  Justice  to 
the  public  and  a  proper  regard  for  the  clearly  expressed  will  of  Congress  require  that 
this  shall  be  done.  Those  who  come  to  the  seat  of  Government  on  public  business  should 
not  be  unnecessarily  delayed  by  the  negligence  or  inattention  of  the  heads  of  bureaus 
or  clerks  connected  with  the  Executive  Departments.  I  therefore  invite  your  atten- 
tion to  the  thirteenth  section  of  the  act  of  Congress  approved  on  the  26th  August,  1842, 
entitled  "  An  act  legalizing  and  making  appropriations  for  such  necessary  objects  as 


87 

have  been  usually  included  In  the  general  appropriation  bills  -without  authority  of 
law,  and  to  fix  and  provide  for  certain  incidental  expenses  of  the  departments  and 
officers  of  Government,  and  for  other  purposes;"  and  to  the  twelfth  section  of  the 
"  Act  to  reorganize  the  General  Land  Office,"  approved  on  the  4th  of  July,  1836. 

I  desire  that  you  will  cause  the  monthly  reports  required  hy  the  act  of  1842  to  be 
regularly  made  and  that  you  will  transmit  them  to  me. 

The  law  contemplates  that  the  distribution  of  labor  amongst  the  clerks  shall  bear 
a  fair  proportion  to  their  compensation,  and  it  is  unjust  that  the  meritorious  and 
faithful  should  have  to  perform  the  duties  of  such  as  may  be  found  to  be  negligent, 
idle,  or  incompetent.  To  prevent  this  injustice,  it  is  essential  that  each  clerk  shall 
attend  regularly  in  his  office,  and  discharge  his  own  appropriate  duties.  It  is  desired 
that  each  head  of  a  bureau  shall  cause  to  be  kept  a  daily  statement  showing  the  ab- 
sence of  each  clerk  from  his  duty,  during  office  hours — the  causes  of  such  absence  as 
far  as  he  may  be  able  to  ascertain  them,  and  that  this  statement  accompany  the 
monthly  reports. 

I  also" desire  that  you  will  accompany  the  monthly  reports  with  a  statement  of  any 
complaints  which  may  be  made  to  you  of  any  clerk  in  your  office  who  may  have  con- 
tracted debts  since  his  appoiutment,  and  does  not  pay  them  agreeably  to  his  contract. 
Disclaiming  any  right  to  interfere  with  the  private  affairs  of  officers  of  Government, 
I  am  yet  unwilling  that  they  shall  be  embarrassed  in  the  performance  of  their  public 
duties  by  the  just  importunities  of  disappointed  creditors,  who  trusted  them  on  the 
faith  of  their  compensation  from  the  Treasury. 

Believing  that  the  duties  required  of  the  officers  and  clerks  employed  in  the  several 
Executive  Departments  are  by  no  means  unreasonable,  and  impressed  with  the  im- 
portance of  a  prompt  and  efficient  dispatch  of  the  public  business,  I  desire  that  you 
will-take  measures  for  the  due  execution  of  the  laws  to  which  I  have  called  your  at- 
tention. 

Respectfully,  yours, 

James  K.  Polk. 

Hon.  William  L.  Mabcy, 

Secretary  of  War. 

Thereupon  the  following  circular  was  issued  by  the  Secretary  of  War 

[Circular  to  the  bureaus  of  the  "War  Department.! 

War  Department,  Aj^ril  25, 1845. 
Particular  attention  is  directed  to  be  paid  to  the  reports  required  by  the  thirteenth 
section  of  the  act  of  August  26,  1842,  relative  to  clerks,  etc.,  and  a  strict  compliance 
with  all  its  provisions  is  required ;  and  it  is  further  required  that  all  absences  from 
office  b'itween  the  hours  of  half  past  eight  a.  m.  and  half  past  three  p.  m.,  for  which 
permission  has  not  been  given,  be  embraced  in  the  monthly  reports.  "  It  is  unjust 
that  the  meritorious  and  faithful  should  have  to  perform  the  duties  of  such  as  may 
be  found  negligent,  idle,  or  incompetent." 

W.  L.  Marcy, 
Secretary  of  War. 

The  monthly  reports  of  chief  clerks  required  by  section  174,  Revised  Statutes,  do 
not  seem  to  have  been  made  in  writing  from  December,  1851,  until  April,  1887,  when 
the  following  circular  was  issued  by  the  Secretary  of  War : 

ICircular.J 

Washington  City,  April  23, 1887. 

The  attention  of  heads  of  bureaus  of  the  War  Department  is  invited  to  sections  173, 
174,  and  175,  of  the  Revised  Statutes,  and  a  strict  compliance  therewith  is  enjoined. 

Heads  of  bureaus  will  require  each  clerk  in  their  respective  offices  to  make  a  daily 
report  of  his  (or  her)  attendance,  and  of  the  amount  and  character  of  work  performed, 
and  will  require  the  respective  chief  clerks  to  submit  to  them  a  monthly  report,  com- 
piled from  the  daily  reports,  showing  the  attendance  of  the  clerks,  the  business  trans- 
acted in  the  office  during  the  month,  and  the  amount  remaining  on  hand  to  be  dis- 
lK>scd  of.  These  reports  should  be  made  on  blank  forms,  and  should  not  contain 
statonients  of  work  which  can  not  be  verified  by  reference  to  the  records,  such  as  oral 
inquiries  and  replies,  a  remark  on  the  blank  form  being  sufficient  to  cover  all  that 
lieed  be  said  in  regard  to  work  that  can  not  be  tabulated. 

By  order  of  the  Secretary  of  War : 

John  Tweedale, 

CMef  ClerTc. 


88 

This  circular  provides  that  the  daily  report  of  work  performed  by  each  clerk  "  should 
not  contain  statements  of  work  which  can  not  be  verified  by  reference  to  the  records, 
snch  as  oral  inquiries  and  replies." 

From  the  fact  that  only  statements  of  oral  inqniries  and  replies  were  specifically 
excepted  from  the  requirements  of  the  circular,  it  was  generally  understood  that  a 
detailed  report  was  required  of  all  work  not  falling  under  the  head  of  oral  inquiries 
or  replies.  As  a  consequence,  at  the  end  of  each  month  the  chief  clerks  of  some  of 
the  13ureaus  receive  a  voluminous  mass  of  figures  to  consolidate,  indicating  minute 
classification  of  clerical  business,  from  much  of  which  no  useful  deduction  can  bo 
made  as  to  the  relative  or  actual  amount  of  work  performed  by  individual  clerks  or 
by  the  divisions  in  the  Ikireau. 

The  blank  form  for  the  monthly  report  of  the  chief  clerk  of  the  Signal  Office  has 
two  hundred  and  twelve  columns,  with  a  printed  heading  for  each,  indicating  the 
various  kinds  of  work  performed.  The  footings  of  the  columns  on  the  November  re- 
report  vary  from  2  to  40,144. 

The  Chief  Signal  Officer,  in  his  annual  report  for  1888,  invites  attention  "to  the 
great  and  apparently  profitless  consumption  of  time  at  Government  expense  entailed 
by  the  daily  reports  of  work,  made  by  each  person  performing  clerical  duty,  to  the 
ciiief  clerk  of  this  office  a«  prescribed  by  existing  orders.  It  is  within  bounds  to 
estimate  that  the  cost  of  such  work  to  the  Government  consumes  the  time  of  four 
clerks,  at  an  expense  of  about  $4,000  annually.  The  outcome  of  such  daily  reports 
is  a  summary,  which,  indeed,  tells  how  many  letters  have  been  read  and  distributed, 
bow  many  briefed,  recorded,  and  numbered,  how  many  noted,  and  other  items  of 
like  character,  but  it  is  impossible  that  data  of  this  character  shall  give  any  ade- 
quate idea  of  the  amount  of  work  annually  performed  by  the  clerk.  Many  letters 
are  of  such  a  character  that  fifty  such  letters  daily  would  not  be  an  arduous  task  for 
a  type-writer  or  copyist,  while  others  are  of  such  length,  and  are  written  under  such 
disadvantages  that  ten  of  them  would  entail  a  hard  day's  work. 

•'  The  chiefs  of  divisions  should  be,  and  are  believed  to  be,  men  of  such  character 
and  standing  that  they  can  be  relied  upon  to  see  that  the  clerks  under  their  charge 
do  a  fair  day's  work  for  the  Government,  and  in  case  any  division  chief  is  inclined 
to  favor  any  person  under  his  charge,  he  is  enabled,  under  the  present  system,  to  so 
arrange  matters  that  the  poorest  clerk  in  the  division  can  have  the  largest  record  on 
paper.     It  is  urgently  recommended  that  the  report  bo  discontinued." 

The  chief  clerk  of  the  Surgeon-General's  office  says : 

"  Experience  in  this  office  has  developed  some  features  probably' not  so  clear  at  the 
date  of  the  circular. ,  These  features  are  all  of  an  unfavorable  character.  The  small- 
est apparent  objection  is  that  it  consumes  time.  The  last  monthly  report  showed 
357  clerks  present  for  duty  the  whole  or  part  of  the  time,  making  approximately 
9,000  days'  work,  the  details  of  which  are  to  be  compiled. and  tabulated.  These  de- 
tails for  the  month  aggregate  611,867,  or  for  the  year,  7,342,404.  I  compute  that  the 
time  occupied  in  making  and  tabulating  these  reports  is  equal  to  that  of  three  clerks 
the  year  round.  As  the  average  pay  of  clerks  in  this  Bureau  is  $1,*259.47  the  annual 
expense  to  the  country  is  $3,778.41. 

"What  the  above  enormous  figures  represent  is  not  easy  to  say,  as  they  have  no 
common  measure,  and  there  is  not  the  slightest  resemblance  in  the  things  counted. 
I  shall  for  the  nonce  call  the  items  of  work,  of  whatever  kind — 'somethings' — ana 
we  soon  find  that  one  man  does  a  good  many  more  'somethings'  than  ;inother, 
who  may  be  just  as  fully  employed.  The  clerks  in  the  museum  average  169  'some- 
things,' while  those  in  the  library,  under  the  same  supervision,  make  1,600.  'A'  is 
credited  with  doing  28,101  'somethings'  in  the  month,  and  on  the  same  page, oppo- 
site the  name  of  '  B,'  is  the  figure  2.  Even  things  of  the  same  name  are  not  neces- 
sarily equivalent.  What  I  now  write  may  be  called  a  letter  and  so  may  a  sheet  that 
requires  only  three  lines  of  writing,  and  it  is  so  throughout. 

"Again  the  figures,  whatever  they  may  mean,  have  not  the  character  of  evidence. 
They  are  written  solely  by  the  men  whose  real  or  supposed  interest  is  to  make  the 
best  showing  they  can.  I  do  not  say  that  any  one  makes  a  false  report ;  but  I  do  say 
that  if  in  a  body  of  three  hundred  and  fifty  men  not  one  will  deviate  a  unit  from 
verity  to  favor  himself,  then  they  are  honest  enough  to  do  without  this  contrivance. 
If  they  be  not  honest  it  will  do  no  good.  It  nuiy  be  said  that  the  clerk's  report  should 
be  verified  and  certified  by  the  chief  of  tlie  division.  To  that  the  simple  answer  is 
that  it  can't  be  done.  Suppose  a  clerk  claims  to  have  niade  two  hundred  entries  and 
cross  references,  here  and  there  in  several  books.  To  verify  them  would  take  nearly 
as  much  time  as  to  make  them — that  is,  the  whole  of  it;  and  during  the  verification 
the  clerk  and  his  books  would  be  idle.     The  process  would  be  self-destructive. 

"When  a  clerk  is  employed  upon  work  presenting  no  result  that  can  be  counted  or 
measured  he  is  allowed  to  be  let  oft'  with  a  marginal  remark.  I  find,  in  consequence, 
seventy-nine  m*^n  em])loyed  wholly,  and  seventy-one  partly,  on  work  that  can  not  bo 
counted.  To  count  a  ])art  and  omit  the  rest  gives  no  better  measure  than  to  omit  the 
whole.     '  B,'  named  above,  did  two  '  somethings' in  March  and  an  indeterminate 


89 

quantity  of  something  else  ;  and  the  total  would  bo  as  iutelli<;ibleif  the  first  element 
were  left  out.  Thus  for  one  hundred  and  fifty  clerks  the  rejiorts  fail  on  their  face  ; 
and  those  who  handle  them  Uest  kuow  that  for  the  reuuiiuder  they  aliord  nothing 
either  significant  or  reliable. 

*'  It  has  been  found  impossible  to  substitute  these  reports  for  any  of  the  records  or 
memoranda  already  kept  by  the  office  for  its  own  information.  Hence  they  are  wholly 
'superadded.  When  a  clerk  works  six  days  under  an  intelligent  superior,  a^  pretty 
fair  estimate  can  bo  made  of  his  capabilities,  and  his  assignment  to  any  particular 
duty  is  based  upon  such  estimate." 

In  view  of  the  foregoing  and  upon  examination  of  the  forms  used,  the  board  is  of 
opinion  that  the  order  of  April  23,  1887,  has  been  too  literally  construed,  and  that 
in  consequence  labor  and  time  have  been  consumed  in  reporting  details  of  work 
without  corresponding  beneficial  results. 

It  is  therefore  recommended  that  the  circular  of  April  23,  1S87,  be  rescinded,  and 
that  chiefs  of  Bureaus  be  authorized  to  exercise  their  discretion  in  the  matter  of  re- 
ports of  work  performed  in  their  respective  Bureaus,  having  in  view  the  duties 
required  to  be  performed  by  chief  clerks  under  sections  173  and  174  of  the  Revised 
Statutes. 

Respectfully  submitted. 

John  Tweedale, 
l.  w.  tolman, 
Jacob  Frecii, 

Memhei's  of  Boara. 

Hon.  William  C.  Exdicott, 

Secretary  of  War. 

The  following  order  was  issued  upon  the  recommendation  of  the  board : 

[Circular.] 

War  Department,  January  21,  1889. 
The  circular  of  April  23,  1887,  which  requires  reports  to  be  made  of  work  performed 
in  the  several  Bureaus  of  the  Department  is  hereby  rescinded. 

Chiefs  of  Bureaus  are  authorized  to  exercise  their  discretion  in  the  matter  of  reports 
of  work  performed  in  their  respective  Bureaus,  having  in  view  the  duties  required  to 
be  performed  by  chief  clerks  under  sections  173  and  174  of  the  Revised  Statutes. 
By  order  of  the  Secretary  of  War. 

Sam'l  Hodgkins, 
Acting  Chief  Cleric. 


CORRESPONDENCE. 

War  Department, 
Washington  City,  February  15,  1889. 

Sir:  In  connection  with  my  letter  of  January  23,  ultimo,  transmitting  the  report  of 
the  Board  on  Business  Methods  and  appendices,  I  have  the  honor  now  to  transmit  here- 
with the  report  of  the  board  on  the  subject  of  "  correspondence,"  with  my  orders  of  this 
date  upon  the  subject;  also  copy  of  the  circular  of  the  9th  instant,  directing  that  cases 
be  traced  in  the  several  divisions  of  the  Department. 

I  also  inclose  a  copy  of  my  order  of  the  13th  instant  on  the  subject  of  administration, 
a  copy  of  a  list  showing  the  assignment  of  work  in  the  offices  and  bureaus  of  the  Depart- 
ment;  also  a  copy  of  the  circular  of  the  9th  instant,  requiring  similar  lists  to  be  prepared 
of  the  work  pertaining  to  each  bureau  and  giving  the  names  of  officials  to  whom  it  is 
sent  after  its  receipt  and  entry. 

It  is  important  that  the  reports  of  the  board  be  printed  for  distribution  in  the  De- 
partment, and  it  is  estimated  that  about  3,000  copies  will  be  needed  for  this  purpose. 
The  adoption  of  the  recommendations  upon  the  subject  of  correspondence  will  make  it 
necessary  to  purchase  a  number  of  cabinet  letter-files,  and  about  500,000  blanks  will 
have  to  be  printed  for  the  card-index  system.  There  are  some  forty  record  divisions  at 
present  in  existence  in  the  Department.  If  each 'division  requires  two  letter-files,  eighty 
will  be  required,  at  an  average  cost  of  $50,  $4,000.  An  appropriation  of  $5,000  should 
therefore  be  made  in  the  deficiency  bill  for  the  Department.  A  deficiency  estimate  oi 
$10,000  has  already  been  submitted  (page  12,  House  Ex.  Doc.  71,  Fiftieth  Congress,  sec- 
ond session)  for  printing  and  binding,  and  that  amount  should  be  appropriated. 

The  difficulty  of  overcoming  bi:is  in  favor  of  existing  systems  is  great,  and  while  re- 
ports and  rules  may  point  the  way  to  improvements  and  orders  enforce  them  for  a  time, 


90 

persistent  etfort  closely  followed  up  is  the  only  hope  of  accomplishing  enduring  results. 
If,  therefore,  it  is  desired  that  this  work  shall  be  done  by  a  board,  and  this  seems  best 
to  secure  uniformity,  the  investigation  must  go  into  minute  particulars,  which  will 
take  a  long  time.  The  members  for  a  board  ,to  investigate  thoroughly  all  matters  in- 
volving clerical  labor  in  the  Department  can  not  well  be  spared  from  the  force  now 
allowed  by  law,  for,  as  stated  by  the  Board  in  its  report  of  the  2 1st  ultimo,  the  mem- 
bers of  a  board  necessarily  on  duty  at  the  place  where  their  regular  duties  are  per- 
formed are  frequently  consulted  upon  matters  pertaining  to  their  regular  official  duties, 
and  thus  the  investigation  is  interrupted  and  delayed;  so  for  a  board  to  conduct  an  ex- 
tended investigation  there  should  be  an  appropriation  to  provide  for  the  payment  of  the 
members  of  the  board  and  expenses,  and  this  would  enable  the  Secretary  to  fill  the 
places  of  those  members  of  the  board  selected  from  the  employes  of  the  Department. 
Very  respectfully, 

Wm.  C.  Endicott, 

Secretary  of  War. 
Hon.  F.  M.  COCKRELL, 

Chaii-man  of  the  Senate  Select  Committee  to  Eicamine  the  Methods 

of  Conducting  Business  in  the  Execniive  Departments. 


(INCLOSUEES.) 


Keport  of  Board  and  exhibits,  No.  1. 
Circular  of  February  9,  1889,  No.  2. 
Circular  of  February  13,  1889,  No.  3. 
Assignment  of  business,  No.  4. 
Circular  of  February  9,  1889,  No.  5. 


Appendix  No.  12. 

flndosure  No.  1.1 
CORRESPONDENCE. 

Wab  Depabtment,  Board  on  Business  Methods, 

February  14,  1889. 
The  board  has  the  honor  to  report  upon  the  subject  of  departmental  correspondence. 

definitions. 

To  avoid  repetition,  certain  words  and  phrases  used  in  this  paper,  when  not  otherwise 
explained,  are  to  be  understood  as  meaning  as  follows: 

By  "action  on  papers"  is  meant  whatever  is  done  with  a  paper  up  to  and  including 
the  final  decision  thereon,  except  the  carrying  of  it  around  by  messengers  or  passing  it 
from  one  to  another,  which  can  not  of  course  be  reckoned  among  any  of  the  successive 
steps  in  its  progress  to  a  final  decision,  and  except  also  the  processes  of  briefing,  enter- 
ing, indexing,  noting,  and  recording,  which  are  occasionally  mentioned  collectively 
herein  under  the  term  "recording. " 

"  Clerks  "  include  all  persons  in  the  civil  service  of  the  Department  not  appointed  by 
the  President. 

"Department  "  includes  all  offices  or  bureaus  connected  with  the  "War  Department 
in  the  city  of  Washington. 

"Important  papers"  include  all  papers  emanating  from  or  received  at  the  Depart- 
ment which  contain,  either  in  themselves  or  by  reference  thereto,  information  of  value 
for  future  reference. 

"  Information  of  value"  includes  facts,  decisions,  laws.  This  is  not  to  be  understood 
as  including  all  facts,  for  instance,  the  mere  re-statement  of  facts  which  appear  on  the  rec- 
ords, where  they  will  be  searched  for. in  any  event,  is  in  the  nature  of  an  extract  from 
the  records  and  need  not  be  again  recorded,  the  original  being  sufficient.  If,  however, 
the  search  has  consumed  time  the  result  of  which  maybe  useful  in  the  future,  it  should 
be  preserved  in  some  way,  provided  it  will  not  take  as  much  time  to  find  the  result  of 
the  search  as  to  again  search  the  original  record. 

The  word  "mail"  or  "letters"  or  "papers"  includes  all  correspondence  upon  official 
business  received  at  or  sent  from  the  several  bureaus  or  offices  of  the  Department,  as  de- 


91 

fined  in  the  instructions  of  October  1,  1870.  The  personal  or  sfemi-ofTicial  corresponcl- 
ence  of  an  official  is  not  included,  and  does  not  become  a  part  of  the  official  correspond- 
ence until  the  person  addressed  so  decides.  With  such  a  letter,  therelore,  an  interval 
may  elapse  before  its  apparent  receipt  at  the  Department,  as  shown  by  the  date-stamp, 
during  which  it  has  been  in  the  personal  possession  of  the  official  addressed. 

"  Recorded"  or  "recording"  includes  all  the  work  therewith  connected,  viz,  brief- 
ing, recording,  numbering,  indexing,  or  notating. 

INSTBUCTIONS  AT  PRESENT  IN  FOECE. 

The  existing  "instructions  for  keeping  the  records  and  transacting  the  clerical  busi- 
ness of  the  War  Department "  were  published  October  1,  1870,  in  a  pamphlet,  a  copy  of 
which  is  herewith  submitted,  marked  Exhibit  A.  This  book  defines  "letters  received  " 
and  "  letters  sent,"  provides  rules  for  the  receipt  and  distribution  of  the  mail,  gives  in- 
structions how  to  brief  and  record  letters  received,  to  prepare  communications  for  ex- 
ecutive action,  to  record  lettess  sent,  to  index  communications  and  precedents;  it  directs 
that  handwriting  in  books  and  on  papers  shall  be  plain  and  of  good  size,  and  forbids 
flourishes  or  ornamental  writing.  The  rules  are  clear  and  concise;  they  have  been  in 
use  in  the  present  form  eighteen  years,  and  rules  very  similar  have  been  in  use  for 
a  much  longer  period.  The  result  of  this  long  use  is  largely  in  their  favor,  papers 
or  precedents  are  quickly  found,  and  when  it  is  desired  to  collect  all  correspondence  on 
a  given  subject  extending  over  a  series  of  years  it  can  be  done  in  a  short  time,  provided 
the  first  search  is  supplemented  by  one  or  two  special  searches  on  lines  suggested  by  the 
papers  found  on  the  first  search,  and  it  may  reasonably  be  assumed  that  the  papers  thus 
colleccted  comprise  all  that  have  been  filed  on  the  subject,  except  those  which  have  not 
remained  on  the  files,  and  in  lieu  of  such  papers  the  books  afibrd  information  as  to  their 
contents  and  the  action  thereon.  The  system  by  which  this  is  accomplished  is  of  great 
value,  but  it  may  be  carried  so  far  as  to  unnecessarily  delay  the  public  business;  thus  if 
important  papers  are  recorded  and  trifling  matters  noted,  the  time  of  clerks  will  be 
taken  up  with  work  not  really  necessary,  and  the  record-books  and  files  incumbered 
with  useless  entries  and  papers. 

It  then  becomes  important  to  consider  what  the  present  instructions  for  keeping  the 
records  require.  They  classify  official  business,  and  define  "letters  received"  and 
"letters  sent"  as  follows: 

"All  the  clerical  business  of  an  executive  bureau  or  military  office  is  comprehended 
within  the  terms  '  letters  received '  and  '  letters  sent;'  and  all  action  upon  official  papers 
is  either  of  a  record  or  executive  character. 

"'Letters  received '  consist  of  written  or  printed  communications  coming  into  the 
bureau,  whether  in  the  guise  of  a  formal  letter,  an  indorsement  upon  a  letter,  a  memo- 
randum, a  numbered  or  unnumbered  circular,  general  or  special  order  in  any  way  relat- 
ing to  the  business  of  the  bureau,  an  unofficial  or  informal  communication  upon  official 
matters,  if  it  be  necessary  or  proper  to  be  recorded,  a  memorandum  made  in  the  office 
of  any  verbal  communication  of  which  a  record  should  exist,  and  generally  of  any  com- 
munication reaching  the  bureau  to  which  future  reference  may  become  necessary  or  de- 
sirable. 

Letters  sent '  consist  of  all  communications  of  foregoing  character  issued  from  the 
bureau." 

The  instructions  also  contain  provisions  as  follows:  "Papers  requiring  immediate 
action  should  be  briefed  and  recorded  at  the  first  opportunity. "  *  *  *  "A  brief  of 
every  official  communication  received  should  be  indorsed  upon  its  first  or  upper  fold, 
exhibiting  the  place  where  the  letter  was  written,  the  date  of  the  communication,  the 
name  or  official  designation  of  the  writer,  or  the  title  of  the  Department,  bureau,  office, 
court,  etc.,  whence  the  communication  proceeds,  and  a  synopsis  of  the  contents  or  sub- 
ject of  the  letter.  Everything  of  importance  should  appear  in  the  brief,  but  prolixity 
should  be  avoided."  The  clerk  should  note  in  the  book  of  letters  received  the  action 
taken  upon  the  papers  entered  (see  p.  8),  but  on  page  11  it  is  provided  that  "simple 
reference  of  papers  by  indorsement,  as  well  as  reference  for  '  report '  or  '  remark '  only, 
should  be  made  according  to  a  set  form  of  phraseology,  to  save  the  necessity  of  recording 
them  at  length  in  the  book  of  letters  sent"  (Such  indorsements  may,  therefore,  under  the 
rules,  either  be  noted  in  "  letters  received"  or  recorded  in  "letters  sent."  "No  com- 
munication properly  briefed  should  be  again  briefed  in  the  same  or  any  other  office." 
"  When  a  letter  received  has  been  briefed,  it  should  be  entered  in  a  record  book  kept  for 
the  purpose. "  "No  communication  should  be  recorded  in  more  than  one  record  book  in 
the  same  bureau,  unless  more  than  one  class  of  record  business  is  involved  in  it,  in  which 
case  entries  of  so  much  of  its  subjects  and  the  action  upon  it  as  relate  to  other  record  divis- 
ions may  be  made  in  the  books  of  those  divisions  and  proper  notations  thereof  placed  on 
the  paper."  "A  record  book  of  letters  sent"  "should  be  kept  in  connection  with  the 
record  book  of  letters  received,  in  which  should  be  recorded  in  full  all  communications 


92 

issued  from  the  bureau,  except  simple  iudorseraents  of  reference  for  action,  report,  or 
remark,  and  regular  series  of  orders  of  which  sets  are  separately  kept  on  file."  ' '  Such 
letters  sent  as  are  of  a  purely  routine  character  and  of  frequent  recurrence  should  be 
prepared  upon  printed  forms,  designated  by  numliers  or  otherwise,  in  which  case  only 
the  manuscript  portion  of  the  letter,  with  the  designation  of  the  form  aflfixed,  need  be 
recorded.  Briel  descriptive  headings  should  precede  the  entry  of  such  indorsements  as 
do  not  within  themselves  set  forth  the  names  of  persons  and  things  or  the  subjects  con- 
cerned sufficiently  for  indexing  purposes." 

These  instructions  require  the  briefing,  entering,  numbering,  and  indexing  of  all  let- 
ters received  "  to  which  future  reference  may  become  necessary  or  desirable,"  and  the 
recording  and  indexing  of  all  letters  sent  and  indorsements,  with  the  following  excep- 
tions: 

(1 )  An  unofficial  or  informal  communication  upon  official  matters,  if  it  is  not  neces- 
sary or  proper  to  be  recorded. 

(2)  The  report  upon  any  case  by  an  assistant  in  a  bureau,  when  the  superior  officer 
prefers  that  the  report  should  appear  over  his  own  name  or  signature;  in  such  case  the 
report  of  the  assistant  should  not  be  recorded. 

(3)  Simple  indorsements  of  reference  for  action,  report,  .or  remark,  and  regular  series 
of  orders  of  which  sets  are  regularly  kept  on  file. 

(4)  Letters  sent  of  a  purely  routine  character  prepared  upon  printed  forms;  in  such 
case  only  the  manuscript  portion  of  the  letter  with  designation  of  the  form  need  be  re- 
corded. 

EXCEPTIONS  IN   PRACTICE. 

The  result  of  practice  and  experience,  however,  has  been  to  make  many  additional 
exceptions  to  these  rules,  as  shown  by  the  following  table.  This  table  also  shows,  in 
some  instances,  the  classes  of  papers  which  are  now  recorded,  and  where  not  stated  it  is 
presumed  all  other  papers  are  recorded: 

Letters  received. 


Office. 

Subject. 

Briefed. 

Entered. 

Remarks. 

Secy.  War. 

No     

No       

To  reqn.  div. 

Kequisitions  on  Public  Printer.. 

p:stiuaate.s  from  Public  Printer... 

Memorandum  bills  from  Pub- 
lic Printer. 

Advice  of  drafts  from  Treasury 
Department. 

Letters  relative  to  advertising... 

Accounts  for  advertising 

1?f>oni«it'inTict  for  Riinnlif»4 

No 

No 

Do. 

No           

N« 

Do. 

No 

No 

Do. 

No 

No 

No 

Do. 

No   

To  cor.  div. 

No 

No 

Do. 

No      

No          

To  supoly  div. 

Acknowledging  receipt  of  Re- 
bellion Records. 

Applications  for  duplicate  dis- 
charge. 

Applications  for  removal  charge 
of  desertion. 

Ar»r»liont,if»n  fnr  rp-m lister 

No 

No 

No          

To  library. 

No 

To  A.G.O. 

No 

No .... 

No 

Do. 

No 

No 

Do. 

Applications  for  address  of  of- 
iicers  or  soldiers. 

Applications  for  Army. Register. 

Applications  for  Army  Regula- 
tions. 

Applications  for   appointment 
in  Army. 

Applications  for  discharge  from 
Army. 

Applications  for  reruission   of 
sentence. 

All  papers  in  regard  to  appoint- 
ment in  Military  Academy. 

Application  for  supt.   national 
cemetery. 

No 

Do. 

No 

No 

Do. 

No 

No 

Do. 

No 

No 

No  

Do. 

No 

Do. 

No        

No 

Do. 

No 

No 

Do. 

No       

No 

ToQ.M.G. 

No 

No 

Do. 

Inquiries  about  burial  place  of 

soldiers. 
Application  for  commutation  of 

rations. 
To  be  examined  for  assistant 

surgeon. 
For  appointment  as  assistant 

surgeon. 

No            

No 

Do. 

No 

ToC.G.S. 

No 

No 

No 

ToS.G.O. 

No          .    .  . 

Do. 

93 


Letters  received — Continued. 


Office. 

Subject. 

Briefed. 

Entered. 

Remarks. 

Secy.  War. 

No 

No 

No.. 

To    Comr.     Pen- 
sions. 
Do 

About  pensions      

No 

No 

No 

To  2d  Audr 

(The  last  three  are  merely  put 
in  envelopes  and  sent  to  pro- 
per address.) 

All  other  letters  

Yes 

Yes 

A.G.O. 
l£nl.Brch.,Reg. 
Army. 

AUcarfcs 

Yes,  if  not 
already 
briefed. 

Yes 

Yes 

Letters :  Except  such  as  i  nj  udg- 
inentof  olerk  in  charge  "con- 
tain nothing  of  any  value  for 
future  reference; "  judgment 
based  on  experience;  a  fixed 
rule  not  wise. 

L.R.  not  entered  are  not  briefed; 
usually  returned  by  indorse- 
ment or  letter  (some   times 
printed).    Such     letters     in- 
clude— 
Inquiry  for  address  of  offi- 
cers or  ex-officers. 
Inquiries     about    appoint- 
ments, vacancies,  etc. 

All  received  from  Army  thro' 
military  channels  which    ex- 
clusively pertain  to  another 
bureau  or  staff. 

Marked  in  red  ink  or  blue  pen- 
cil '* Q.  M. G.,"  "C.  G.  S.,"  etc., 
entered  in  memoranda  book, 
name,  date,  very  brief    pur- 
port, and   when  sent  to  bu- 
reau. 

Inquiries  for  address  of  officers 
and  enlisted  men. 

Requests  for  ordei-8,  regulations 
or  publications. 

Letters  from  members  of  Con- 
gress or  others  urging  speedy 
action  on  cases.     • 

Inquiries    relating  to  matters 
not    requiring   a  permanent 
record. 

These  tiled  with  press-copy  of 
answer,  and  after  2  years  such 
as  no  use  destroyed. 

All  other  letters                

Yes. 

No  

No 

No 

No 

No 

No 

No 

No  

No  

No 

, 

No 

No 

• 

No 

No  

Yes 

Yes      , 

Vol .  ser V ice 

Requests   for  routine    informa- 
tion 

Requests  urging  speedy  reports 
on  calls. 

(Returned by  indorsement  with 
information.) 

Other  letters       

No 

No 

branch. 

No 

No 

Yes 

Yes 

No 

Vol.  enl.  branch. 

For  certificate  in.lieuof  lost  dis- 
charge unaccompanied  by  tes- 
timony. 

For  address  of  officers  and  en- 
listed men  of  vol.  service. 

For    information     concerning 
claims    for  vols,   of   Revolu- 
tionarj' war  and  war  of  1812. 

Requests  from  attorneys,  mem- 
bers of  Congress,  and  claim- 
ants that  reports  be  furnished 
Second  Auditor  and  Commis- 
sioner of  Pensions. 

For  information  about  bounty 
and    pension     claims,   horse 
claims,  and  claims  for  com- 
mutation   of    rations    while 
prisoners  of  war. 

For  information  about  claims 
for  commutation  for  artificial 
limbs.  • 

For  information  about  claims  of 
men  in  Navy  or  Marine  Corps. 

No 

No... 

No 

No 

No 

No 

No 

No 

. 

No 

No 

No 

No 

No 

94 


Letters  received — Continued, 


Office. 

Subject. 

Briefed. 

Entered. 

Remarks. 

A.G.O. 
Vol.  enl.  branch. 

For  record  of  soldiers  for  G.  A. 
JR.  and  Sons  of  Veterans  pur- 
poses. 

For  settlement  of  accounts  of 
deceased  soldiers. 

From  supt.  military  homes  for 
military  history  of  disabled 
vols. 

From  adjutant-general  of  States 
for  military  histories. 

Calls  from  Pension  Office,  Land 
Office.and  heads  of  bureaus  for 
statements  of  military  serv- 
ice, etc. 

Only  letters  of  importance  or 
containing     information     of 
value  are  briefed  and  entered. 

No 

No 

No 

No 

No 

No 

No 

No 

No 

No 

Yes 

Yes 

Except     acknowledgment     of 
blanks. 

Court-martial  records : 

(Register  kept  oPdate  received, 
No.,  name,  rank,  regiment  of 
party  tried,  president  of  court, 
judge  ad vocate,and  when  and 
where  convened.) 

Letters    transmitting    record. 
Numbered. 

Application  for  abstract  of  trials.. 

(Note  in  book— date  .received, 
name,    rank,    company,  and 
regiment  of  party  tried  and 
name  or  office  of  applicant.) 

No 

No  . 

Filed  with  appli- 
cation. 

J.A.G 

No 

No 

Yes 

Yes 

Q.M.  G 

Settlement lettersfrom  Second 
and   Third   Auditor.     Noted 
on  Register  of  Accounts. 

No 

No.. 

For  xva.  r  d  p  d      ^r\ 

Yes 

Yes 

officer. 

C.G.S 

Printed  matter  includingG.and 
S,  O.  and  circulars 

No 

No 

No 

No  ...    . 

Properly  noted. 
Do 

Acknowledgments  of   orders, 
annual  reports,  etc. 

A  r»r>r»i  I  n  f  « «■>  n  r  rp  n  t, 

No 

No  ... 

Do 

No 

No 

Do 

Returns  of  subsistence  stores 

Returns  of  subsistence  property.. 
Letters  of  transmittal  of  above.. 
Weekly  and   monthly  state- 
ments of  funds. 
Treasury  settlements 

No •• 

No „... 

No 

Do 

No 

Do 

No 

No 

Do 

No 

No       .      .. 

Do 

No 

No 

Do 

Certificates  of  deposit 

No 

No 

Do. 

Inventory  and  inspection  re- 
ports. 

No 

No 

Do 

No 

No 

Do 

Claims  of  enlisted  men  on  fur- 
lough during  the  war. 

Claims  of  miscellaneous  charac- 
ter. 

JnQuiries  as  to  claims 

No.... 

No 

No 

Do. 

No 

Do 

No 

No 

Do 

Inquiries  from  Pension  Office 
and  Second  Auditor  in  con- 
nection'with  pending  claims. 

Replies  from  Adjutant-General, 
Depot  Commissary  of  Subsist- 
ence, Second    Auditor,    Sur- 
geon General,   or    Commis- 
sioner of  Pensions  in  connec- 
tion with  pending  claims. 

Printed  slips  of  advertisements 
from  Secretary's  Office. 

Printed  monthly  price-list  sub- 
sistence  stores,  Washington 
depot. 

No  ... 

No 

Do 

No 

No 

No 

Do. 

No 

Do. 

No 

No 

Do, 

Yes 

Yes 

Sur.  Gen.: 

Name    of 
claimant 
only. 

Yes 

No 

Filed  with  claim 

division. 

Those  thai  belong  to  division  ... 
Others  sent  to  destination  .mv" 

Yes 

alphabetically. 

division. 

No  ,„„.,..., ... 

No .,,, 

95 


Letters  received — Continued. 


Office. 

Subject. 

Briefed. 

Entered. 

Remarks. 

Sur.  Gen.  : 
Property   divis- 
ion. 
Record  and  pen- 
sion division. 

Aluseumand  Li- 

Letters of  transmittal  forward- 
ing returns  or  vouchers 

Relating  to  employes  of  the  di- 
vision. 

Calls  for  medical  history  from 
Commissioner   of    Pensions, 
Adjutant-General.SecoHd  Au- 
ditor, etc. 

All  letters  received 

No 

Yea 

No 

No 

Filed  with  returns 
or  vouchers. 

Filed  in  envelope 
alphabetically. 

Call  returned  with 
report  in  the 
case ;  detached 
brief  with  result 
of  search  filed. 

Detached 
brief  made. 

Yes 

Name,  reg- 
iment,and 
office   No. 
of  call  on 
alp  habeti- 
cal  i  n  d  ex 
only. 

Yes.. 

brary  division. 
P  M  G 

Second  Auditor    and    Second 
Comptroller    inquiries    sis  to 
payment  to  otticers  and  sol- 
diers. Date  received  stamped. 

Back-pay  and  bounty  inquiries 
for  private  persons. 

Notification  from  Second  Audi- 
tor of  allowance  of  a  claim 
and    that  certificate  will    be 
«ent  when   Congress   makes 
appropriation. 

No 

No 

No  ..   .    .  . 

Returned  with  re- 

No  

ply  indorsed. 

Referred  to  prop- 
er officer. 

Filed  awaiting 
certificate. 

No 

Yes 

No 

Yes 

Requests  from  officers  on  ofli- 

cial  blank  forms. 
Applications  on  official  blank 

forms. 

Yes 

No 

No     

Filed  in  division. 

Yes 

Do 

Yes 

No 

No 

Yes 

Do. 

Acknowledgments    on    official 
blanks. 

All  other  letters  received  . 

Yes 

Do. 

Yes 

Ordnauce 

Errors. in  property  returns 

No 

No 

No 

Filed      with      re- 

No  

turns, 

[Retained  till  re- 
ceipt of  blanks 
and       publica- 

'     tions  have  been 

Asking  for  publications 

No 

No 

Letters  of  transmittal,  not  ex- 
planatory. 

No 

No 

Yes 

ack'g'd,      and 
.    then  destroyed. 
Destroyed    when 
account    is  set- 
tled. 

Yes 

Signal: 
Corresp,div.,sig. 

series. 
Corresp.    div., 
obs.  series. 

Yes 

Yes 

From  paid  observers  are  briefed 
atstation;  date  received,  No., 
and     station    recorded,    and 
filed  by  station. 

Applications    for     enlistment. 
Applications  listed  by  name. 
No.,  date  received,  and  filed 
in  envelopes  alphabetically. 

Unimportant  letters   generally 
from  private  persons  on  rou- 
tine matters.    Listed  by  sur- 
name. No.,  date  received,  in- 
itialed, and  filed   alphabeti- 
cally. 

From  voiuiitarv  observers 

port  indexed. 

No 

No 

'M'iaf>1    aprif^a 

No  . 

No  ... 

•'V"  series 

No 

No 

No 

No 

Property    and 
disbg.      divis- 
ion. 

V  and  D  same  as  "miscellane- 
ous," except  V  series  has  vol- 
urvteer  station  noted  on  brief 
fold  and  filed  by  stations. 

Money  and  property  accounts, 
name  and  subject  indexed. 

Letters  transmitting  bills 

Requesting     publications    (not 

indexed). 
Letters,  name,  and  purport  in- 
dexed. 
These  included— 

Letters  transmitting  pro)>- 

erty  returns,  etc. 
Statements  of  public  funds, 
reports     of     other      line 
funds. 

Subject 

No 

On  not  more 
than  one 
line. 

No   

Filed     numeri- 
cally. 

Filed 

Writers'  in- 
initial. 
Yes 

Yes 

No 

Filed     alphabeti- 
cally. 

fice. 

Yes 

vision. 

No ;.. . 

cally. 

Entry    discontin- 
ued Oct.  5, '88. 
Do. 

Yes 

No 

96 

Letters  sent. 


Office. 

Written. 

Printed. 

Press- 
copied.  1 

Re- 
corded. 

Remarks. 

Sec.  of  War: 

Kecord  iliv.... 

To  Civil  Service  Com- 
mission : 

To  certify  name 

Yes 

Yes 

Name  selected... 

Yes 

Yes 

Advice  that  appointee 

Yes 

Yes 

has  taken  oatk  and 

entered  on  duty. 

Advice  of  permsinent 

Yes. ... 

Yes 

appointment.                 ! 
Advice  of  changes 

Yes 

Yes 

Press  copies  filed 
with  papers. 

Letter  of  appointment.. 

Yes 

No 

Letler-of  promotion 

Y'es 

No 

Letter  of  transfer 

Yes 

Y'es 

No 

No 

Letter  of  reduction  in 

1 

grade. 

Letter  .accepting  resig- 

Y'es  

No 

nation. 

i 

Letter  of  discharge 

Yes 

No 

Requisitions 
u  11  d     li  c  - 



Notification  that  letters 

Yes 

No 

Press  copy  kept  in 

of  ti-ansmittal  not  re- 

book and  i  n - 

counts     di- 

quired witli    certifi- 

dexed. 

vision. 

cates  of  deposit. 

Supply  divis- 
ion. 



Disbursing  clerk  noti- 

Yes  

No 

Press   copy  kept 

fied  of  accounts  sent 

in  book  and  in- 

out. 

dexed. 

Orders  for  supplies  un- 

Yes  

No 

Press   copy  kept 

der  contract. 

and  properly 
noted. 
Do. 

Orders  for  supplies  not 

Yea 

No 

under  contract,  mis- 

cellaneous. 

Cjlders  for  supplies  not 

Y'-es 

No 

Do. 

under   contract,  sta- 

tionery. 

Orders  for  repairs 

Yes  . 

No 

Do 

Request     to     execute 

Yes!;,.. 

No 

Do. 

contract. 

Notification  of  awards.. 

Yes 

No 

Do. 

Inclosing  copy  of  con- 

Yes  

No 

Do. 

tract. 

Notice    to    report   for 

Yes 

No 

Do. 

work. 

Action  on  requisitions.. 

Yes 

No.  ... 

Do. 

Request  for  signature 

Yes 

No 

Do. 

. 

to  receipts. 

Transmitting  accounts 

Yes 

No 

Do. 

for  signature. 

Correspond- 
ence div'n. 

For  special  passport 

Yea.... 

Yea.... 

Press  copy  filetl 

with  papers. 

For  admission  free  of 

duty. 
Sending  papers  to 

Yes... 

No 

Do. 

Yes.... 

Yes.... 

Do. 

House  Committee 

on  War  Claims. 

Inclosing  report  on 

Yes. ... 

Yea.... 

Do. 

bill  to  House 'Com- 

mittee   on    Military 

Affairs. 

Evidence  to  Attorney- 

Yea.... 

Yes... 

First  letter  of  this 

General  for  Court  of 

kind  in  book  re- 

Claims. 

cord  cd,  and 
thereafter  writ- 
ten portions 
only. 

To  Attorney-Gieneral, 

Yea.... 

Y'es.... 

Press   copy    filed 

evidence  of  loyalty 

with  papers. 

or  disloyalty  in 

Courtof  Claims  case. 

To    Court    of    Claims 

Yes.... 

Yea.... 

Firstletter  of  this 

transmitting  papers. 

kind  in  book 
recorded,      and 

• 

thereafter  writ- 
ten portions 
only. 

To  Court   of    Claims, 

Yea.... 

Yes 

Press    copy  filed 

no  record  found   of 

with  papers. 

claim. 

Notification  of  trans- 

Yea.... 

!  Y'es.... 

Do. 

mittal. 

1 

97 

Letters  sm^— Continued. 


Office. 

Written. 

Printed. 

Press- 
copied. 

Re- 
corded. 

Remarks. 

Sec.  of  War: 

Correspond- 
ence div'n 

Requests  to  make  des- 
ignations for  "Offi- 

Yes  

Yes 

Press  copy  filed 
with  papers. 

—Cont'd. 

cial  Records  War  of 
Rebellion." 

Request    for     present 

Yes 

Yes 

Do. 

post-office  address  of 

person  designated. 

Request  to   make  an- 

Yes  

Yea 

Do. 

other  designation  if 

organization     does 

not  exist. 

Transfer  of  books. 

Yes 

Yes 

Do. 

Librarv    di- 

Inclosing    receipt    for 
signature. 

Yes 

Yes 

Do. 

vigion. 

Sending  "Official  Rec- 

Yes  

Yes 

Do. 

ords  War  of  Rebel- 

lion" to  Bureaus. 

For   binding    Records 

Yes 

Yes 

First  of  this  kind 

War    of    Rebellion 

in    book    re- 

for subscribers. 

corded,  and 
thereafter  writ- 
ten portions 
only. 

Subscribers   notified 

No 

No 

Noted. 

that  order  given  for 

binding  work. 

Duplication   of  desig- 

Yes  

Yes 

Press    copy    filed 

nations. 

witli  papers. 

Response    to  requests     No 

No..... 

Noted. 

for  annual  reports.     1 

Acknowledgment     of 

Yes 

No 

Do. 

receipt  of  money. 

When    party    desig- 

No  

No 

Do. 

nated  has  died. 

To  return  book  to  Li- 

No  

No 

Do. 

brary. 

A.G.O.: 

A.C.P.branch 

Letters    which    will 

No 

Yes.... 

ever  be  needed  for 

reference. 

Letters    in    reply    to 
such    letters    re- 

No- 

No 

■^^" 

ceived    as    are    not 

entered,  as  a  rule. 

Miscl.brch... 

Answers  to  letters  not 

Yes 

No 

entered. 

"Vol.  service 

Such  as   do  not  em- 

Yes*... 

No 

Filed  with  papers. 

branch. 

brace  decisions. 

Vol.  enlst. 

List  of  letters  noted 

Some. 

Some.. 

Press  copies  kept 

branch. 

under    letters   re- 
ceived,   as    not    re- 
corded.     Many  are 
answered  by  print- 
ed and  manuscript 
answers. 

for  awhile  and 
then  destroyed. 

Letters  transm  i  1 1  i  n  g 
blanks. 

No 

No    ... 

Noted  opposite  ap- 
plication on  let- 

ters received. 

All  other  letters  sent... 

Yes 

Yes 

J.  A.  G 

Answers    to   applica- 
tions for  abstract  'f 

No 

Not«d  on  applica- 
tion book. 

trials. 

All  other  letters  sent... 

Yes 

Yes 

Yes 

Only 
impor- 

Indexed. 

Q.  M.  G 

All  letters  sent   and 
endorsements. 

L.  R.  and  press- 

tant. 

copy  filed  with 
papers. 

C.  G.  S 

Yes 

Yes 

No..... 

Some  letters  sent 

Yes 

Noted   in   record 

1 

books. 

Answers  to  inquiries 

1  No 

No 

as  to  status  of  claim. 

' 

Replies    to     requests 
for  blanks  to  make 

No.. 

No. 

out  claim. 

S.  G  : 

Administra- 

All—indexed  by  sub- 

Yes  

Yes 

tion  div. 

ject  and  author. 

17958 7 


*  Or  draft  preserved. 


98 

Letters  sent — Continued. 


Office. 

Written. 

Printed. 

Press- 
copied. 

1 

cord^ed.          Remarks. 

i 

S.G.: 

Disbg.    and 
trust  div. 

Replies  by  circular 

No 

No 

Noted  on  claims. 

Written 

Yes 

Yes 

No 

No 

Filed  with  claim. 

Property  di- 

Letters of  notificati»H 

Press-copy  books 

vision. 

of  action  of  office. 

indexed,  num- 
bered, and  pre- 
served. 

Notification   of  settle- 

No  

Noted  on    record 

ment  of  accounts. 

books. 

Record   and 

Relating;  to  empioyes. 

No 

No 

Copy  filed  alpha- 
betically. 

pension 

div. 

Reports  to  Comr.  of 
Pensions.Adjt.  Gen- 

No  

No 

filed    with     de- 

eral, Second   Audi- 

tached brief. 

tor,  and  others  from 

records  on  file. 

Museum  and 

All  letters  sent 

Yes 

library  div. 

Letters  of  acknowledg- 
ment. 

Yes 

Name,      address, 

and      article 

ackgd.      and 

blanks      indi- 

cated. 

p  M.  G 

For  statement  of  serv- 
ice from  Adjt.  Gen. 

No 

No 

Filed  with  reply. 

Statement  of  suspen- 

No  

No 

Filed  with  P.  M.'s 

sions  in  accounts. 

reply,  which  is 
entered  as  a  let- 
ter received. 

For  list  of  outstanding 

No 

No 

Noted  on   record 

checks. 

of  outstanding 
checks. 

Requesting  report    of 

No 

No 

Response  recort* 
ed  in  letters  re 

change  of  station  and 

address. 

ceived. 

Removal    of     suspen- 

(Orig- 

No  

Checked  on    rec- 

sions (in  duplicate). 

inal 
only) 

ord. 

Yes. 

■».T                       1 

Soldiei's'  deposit 

No 

No Properly  noted. 

Paymaster      notified ; 

No 

■No Noted  on  register 

account  sent  to  Sec- 

of   paymasters' 

ond  Auditor. 

1      accounts. 

Letters  of  advice  about 

No 

No I 

funds. 

1 

All  other  letters  sent... 

Yes 

Yes 

Yes 

Yes..  .. 

Knciripprs      .    . 

Written     on     regular 
printed  forms. 

Ko Press     books    in- 

Routine  unimportant 
letters. 



dexed. 
NotedinL.  R.  and 

press-copy  filed 

with  papers. 

Other  letters  sent 

Yes 

Yes 

Indorsement   on   let- 
ters which  are  even- 

Yes  

No ^ 

tually    returned    to 

office  for  file. 

Yes 

No 

[Accounts  show 

accounts. 

date. 

Notification  of  exami- 

Yes  

No 

nation  of   property 

or  cash  accounts. 

Other  letters  sent 

Yes 

Yes 

Signal 

All  letters 

Yes 

i  No 

Press- copied    into 

books    correspond- 

ing in  general  to  se- 
ries   of    letters   re- 

ceived.     Name    of 

person    written  to. 
Series  indicates  sub- 

ject, so  that  is  not 

indexed  except 

"Miscellaneous" 

and  "Signal."  Two 

press-copies  of  im- 

portant letters  tak- 

en, one  of  which  is 

filed  with  papers. 

. 

99 

This  list  of  papers,  which  experience  has  shown  to  be  unnecessary  to  record,  is  here  con- 
densed, and  to  make  the  practice  uniform  throughout  the  Department  it  is  recommended 
that  all  papers  of  the  jlasses  here  enumerated  be  not  recorded  hereafter: 

(1)  All  papers  that  do  not  pertain  to  the  business  of  the  office  where  received,  and 
which,  under  the  circular  of  13th  instant,  will  be  at  once  sent  to  the  proper  office  for  ac- 
tion.    Where  necessary  to  keep  a  list,  see  recommendation  as  to  card-index  briefs. 

(2)  Official  calls  for  information  from  records  on  file,  when  necessary  to  keep  more 
than  a  mere  list,  see  recommendation  as  to  card-index  brief,  on  which  can  be  noted  the 
date  when  such  a  paper  is  referred  elsewhere  for  information,  when  received  back  and 
finally  disposed  of.  These  cards  to  be  filed  alphabetically  and  destroyed  when  no  longer 
needed. 

(3)  Letters  inquiring  as  to  status  of  claims,  or  requesting  action  thereon,  which  con- 
tain no  information  of  value,  to  be  answered  by  indorsement  whenever  practicable;  if 
answered  by  letter  they  should  be  destroyed  when  no  longer  needed.  Should  they,  how- 
ever, contain  material  information  additional  to  that  which  is  already  filed  they  should 
be  placed  with  the  papers  in  the  case. 

(4)  Weekly  and  monthly  statements  of  funds,  accounts  current,  vouchers,  returns  of 
stores  and  property,  inventories,  inspection  reports,  or  both,  and  generally  any  regular 
reports  or  returns  that  are  in  the  ordinary  course  of  business  necessarily  noted  or  listed 
elsewhere  than  on  letters- received  books,  and  filed  systematically  for  ready  reference. 
The  fact  of  being  listed  or  noted  should  be  stamped  thereon,  with  date  and  name  of 
office,  so  they  may  not  be  again  noted  or  listed. 

(5)  Letters  of  transmittal  containing  no  material  information  additional  to  the  matter 
transmitted  need  not  be  preserved;  such  letters  should  only  be  written  when  the  matter 
transmitted  does  not  show  by  whom  it  was  sent. 

(6)  Kequests  for  and  acknowledgments  of  receipts  of  publications  and  blanks.  Where 
they  are  numerous  requests  should  be  listed,  and  acknowledgments  noted  on  such  lists. 

(7)  Circulars,  orders,  etc.,  should  be  preserved  in  separate  files. 

(8)  Letters  from  persons  evidently  insane. 

Papers  not  recorded,  listed,  noted,  or  filed  away  in  such  manner  as  to  be  easily  referred 
to,  if  worth  keeping,  may  be  filed  in  cabinet-letter  files  as  suggested  under  head  of 
' '  General  remarks. ' ' 

With  these  classes  excluded,  it  is  probable  there  may  still  remain  many  papers  which 
need  not  be  recorded.  To  ascertain  this  it  is  important  that  the  experience  of  the  clerks 
be  utilized  to  ascertain,  if  possible,  what  classes  of  papers  are  rarely  if  ever  referred  to, 
and  also  whether  any  of  the  classes  named  above  should  be  recorded,  and  why.  In 
order  that  this  information  may  be  exact,  and  not  depend  on  the  memory  of  searchers, 
it  is  recommended  that  searchers  be  required  to  keep  a  memorandum  book,  showing  the 
subject  of  papers  searched  for,  the  office-mark  of  the  papers,  or  name  if  not  entered,  and 
for  whom  searched.  From  these  books  they  can  compile  the  information  needed  in  the 
reports  suggested,  and  it  will  take  no  longer  for  a  searcher  to  keep  this  book  than  to 
make  a  memorandum  on  a  loose  slip  of  paper.  It  is  also  recommended  that  this  infor- 
mation be  compiled  once  a  year,  say  on  the  first  Monday  in  October,  and  that  the  reports 
from  the  several  bureaus  be  collated.  If  it  shall  thereupon  appear  that  the  opinion  on  a 
given  class  of  papers  is  almost  unanimous,  this  expert  testimony  will  be  of  the  greatest 
value  in  determining  with  safety  what  classes  of  papers  need  not  be  recorded,  and  also 
whether  any  of  the  excepted  classes  should  be  recorded. 

The  searcher  can  not  make  a  record  that  will  show  what  papers  are  not  called  for;  that 
will  depend  on  the  memory  of  those  who  enter  the  papers.  The  searcher's  book  will 
only  show  the  papers  called  for.  If  there  has  been  but  one  call  during  the  year  for  papers 
of  a  class  of  which  many  are  entered,  it  will  be  possible  to  say  of  that  class  that  it  is 
rarely  referred  to,  while  if  many  calls  are  made  for  papers  of  another  class,  that  will  be 
evidence  of  the  value  of  recording  such  papers. 

The  searcher's  book  above  recommended  will  also  serve  as  a  charge-book  for  papers 
taken  from  the  files  temporarily.  Papers  are  often  so  withdrawn  and  returned  the  same 
day,  thus  canceling  the  charge.  If  a  charge  remains  on  the  searcher's  book  for  a  few 
days  it  should  be  ascertained  if  the  papers  are  likely  to  remain  off  the  files  for  an  indefi- 
nite peried,  and,  if  so,  the  charge  should  be  noted  on  the  card- index  number  book  sug- 
gested under  the  title  "Card-index."  If  the  card-index  is  not  adopted  the  charge 
should  then  be  made  on  the  book  of  letters  received.  By  keeping  the  charges  on  the 
searcher's  book  a  compact  record  is  kept  of  papers  oft' the  files  temporarily,  and  it  should 
be  the  duty  of  the  searcher  to  keep  track  of  them  with  a  view  to  their  early  return  to  the 
files.  Under  the  present  system  papers  temporarily  withdrawn  from  the  files  are  at  once 
charged  in  the  book  of  letters  received,  and  it  is  not  the  particular  duty  of  any  one  to 
look  after  the  paper  to  see  that  it  is  returned.  If  returned,  the  charge  may  be  removed; 
if  not,  the  charge  remains,  and  the  paper  is  supposed  to  be  somewhere  about  the  office. 
It  may  have  been  acted  upon  and  the  charge  overlooked. 

The  method  proposed  is  simple.  Charges  now  are  scattered  through  large  volumes  of 
about  one  thousand  pages.     Back  and  forth  the  clerk  goes  making  charges  and  removing 


100 


them.  On  the  searcher's  book  many  charges  are  canceled  and  need  not  be  posted  to  the 
permanent  record.  It  also  expedites  business  because  it  provides  for  calling  up  papers 
on  which  action  might  otherwise  be  delayed. 

While  a  record  should  only  be  made  of  such  papers  as  are  important,  it  is  to  be  borne 
in  mind  that  there  is  no  limit  of  time  within  which  claims  must  be  presented,  with  a 
very  few  exceptions  not  necessary  to  name  here,  and  the  necessity  of  care  in  selecting 
classes  of  papers  is  therefore  apparent. 

METHOD  OF  ENTEEING  AND  ACTING  ON   PAPERS. 

Having  disposed  of  the  classes  of  work  that  need  not  be  recorded,  it  is  proper  now 
to  illustrate  the  method  of  entering  a  letter  received  at  the  Department.  To  show  clearly 
the  several  steps  of  its  progress  from  the  time  of  its  receipt  until  the  action  thereon  is 
completed,  an  actual  case  has  been  traced  and  is  here  given: 

Transfer  of  steamer  Success  from  Qiiiiicy,  Illinois,  to  Flam  Point  Reach,  Mississippi  River. 

On  December  14,  1888,  Capt.  Smith  S.  Leach  (1),  Corps  of  Engineers  U.  8.  Array,  sta- 
tioned at  Memphis,  Tenn.,  addressed  a  letter  to  the  Chief  of  Engineers  U.  S.  Army, 
"Washington,  D.  C,  requesting  approval  of  the  employment  of  a  pilot  for  the  transfer  of 
the  steamer  Success  with  tow  from  Quincy,  111.,  to  Saint  Louis,  Mo.,  $2rt,  and  of  another 
pilot  from  Saint  Louis  to  Fletcher's  Point,  Ark. ,  at  rate  of  $150  per  month ;  to  be  paid  from 
allotment  for  improving  Plum  Point  Reach.  The  letter,  with  the  other  mail  matter  re- 
received  at  the  same  time,  was  on  December  17,  1888,  brought  from  the  Washingt(m  City 
post-ofl&ce  in  the  War  Department  mail- wagon  (2),  contained  in  the  locked  mail-pouch  be- 
longing to  the  office  of  the  Chief  of  Engineers,  which  pouch  was  taken  from  the  wagon  to  said 
office  by  Mr.  F.  C.  Hartman  (3),  an  assistant  messengerof  that  office  (salary  |720  per  an- 
num), who  unlocked  the  pouch,  took  therefrom  its  contents,  and  placed  the  same  upon  the 
desk  of  Mr.  Wm.  J.  Warren,  chief  clerk  of  the  office  (salary  $2,000  per  annum).  Mr. 
Warren  (4),  after  examining  it  and  separating  the  personal  from  the  official  mail,  turned 
the  latter  over  to  Mr.  Hartman  (5),  who  cut  open  the  envelopes,  and,  without  removing 
their  contents,  placed  them  again  upon  the  desk  of  Mr.  Warren  (6),  who  removed  and 
read  the  papers  in  each  case  for  the  purpose  of  acquainting  himself  with  the  contents  and 
to  give  the  papers  proper  disposition  for  action.  Finding  that  this  case  pertained  to 
"third  division  "  of  the  office,  he  placed  upon  the  letter  a  slip  of  paper  upon  which  was 
printed  in  bold  type  "third  division"  first  stamping  the  slip  with  office  stamp  showing 
date  of  receipt  of  the  letter,  placed  a  rubber  band  around  the  papers,  and  sent  them  to 
General  T.  L.  Casey,  Chief  of  Engineers.  General  Casey  (7)  looked  the  case  over  and 
placed  it  in  a  basket  upon  his  desk  labeled  "Major  Post,'-  from  which  it  was  taken  by 
messenger  (8)  and  carried  to  Maj.  J.  C.  Post,  Corps  of  Engineers,  who  has  supervision  of 
the  class  of  business  to  which  the  case  related.  Major  Post  (9),  after  reading  the  case, 
sent  it  to  Mr.  P.  J.  Dempsey  (10),  a  clerk  of  class  4,  chief  clerk  of  third  division,  who 
stamped  "III"  in  lower  left-hand  corner  of  first  fold,  and  sent  it  by  messenger  (11)  to 
Mr.  S.  Duryee  (12),  a  clerk  of  class  4,  chief  of  the  record  division,  for  record.  Upon  its 
receipt  by  Mr.  Duryee,  he  handed  it  to  Mr.  John  B.  Nichols  (13),  a  clerk  of  class  1,  .in  charge 
of  "B  "  book  of  letters  received,  who  stamped  it  with  office  stamp  showing  date  of  re- 
ceipt, numbered  it  (5402),  placed  a  brief  upon  the  first  fold,  showing  date,  name,  and 
rank  of  writer  and  summary  of  the  subject-matter,  and  entered  it  in  letters -received 
book  (B),  the  entry,  including  the  headings  and  notations  of  action  taken  in  the  case, 
being  as  follows: 

1888. 

Letters  received  {B)  Engineer  Department. 


Date  of  re- 
ceipt and 
file  No. 

Name  of  writer. 

Date  and  subject  of  letter. 

Action. 

* 

* 

*                       *                       * 

*                      • 

Dec  17 

Leach,  Capt. 

S.S. 

5591 
W.D.1888. 

Memphis  Tenn   Dec  14                            

III  Dec.  17. 

5^2 

In  connection  with  transfer  of  Str.  Success 
and  tow  from  Quincy,  111.,  to  Plum  Point 
Reach,  reqs.  approval  of  employment  of 
a  pilot  fro?n  Quincy  to  St.  Louis,  $25,  and 
of  another  pilot  from  St.  Louis  to  Fletch- 
er's Pt.,  Ark.,  at  rate  of  $150  pr.  mo.:  to 
be  paid  from  allotment  for  impg.  Plum 
Point  Reach. 

To  Sec'y  War  Dec.  21,  '88, 
recomd. 

Back  Dec.  24,'88,  approved 
Dec.  22. 

Ill  Dec. 26. 

T«)C;apt.  Leach  Dec.  27,'88, 
for  gui<lance  l>y  forego- 
ing endt.:  toberet'd. 

Back  .Ian.  .3, '89. 

Filed  Jan.  3, '89. 

• 

• 

•                        •                        ♦ 

*                      • 

101 

Mr.  Nichols  then  placed  a  perpendicular  mark  in  the  upper  left-hand  comer  to  signify 
that  the  case  had  been  entered  in  the  book  of  letters  received. 

The  case  was  then  passed  to  Mr.  M.  W.  Saxton  (14),  a  clerk  of  class  3,  who  indexed  it 
iu  the  index-book  both  by  name  and  subject,  the  book  beinj;  alphabetically  tagged,  and 
containing  on  the  right-hand  pages  a  marginal  cut  index,  giving,  by  combinations,  the 
first  three  letters  of  any  name  or  subject,  and  giving,  also,  the  subject  in  full,  in  such 
cases  as  form  the  subject  of  frequent  correspondence,  thus  enabling  immediate  reference 
to  be  made  to  any  particular  subject  upon  which  information  may  be  desired.  The 
pages,  at  the  top  of  which  the  year  is  printed,  are  divided  by  blue  lines  into  spaces  of 
about  one  inch  long  and  three-quarters  of  an  inch  wide,  into  one  of  which  is  written  the 
subject  and  file-number  of  the  paper  indexed.  The  subject  and  file-number  are  written 
in  red  ink,  except  in  the  cases  of  papers  coming  into  theofl&ce  from  the  War  Department 
or  cases  of  an  extraordinary  character,  which  are  indexed  in  black  ink.  This  case  was 
indexed  under  six  separate  headings  or  key- words,  as  follows: 

1888. 


L 

Leach,  Captain 

Smith  S. 

Employ  pilot  in 
taking  tow  Suc- 
cess from  Quin- 
cy  to  Plum  Pt., 
5402-B. 

P 

Pilots. 

Leach  employ 
—to  take  dredge 
Success  to  Plum 
Pt.,  5402-B. 

S 

Dre 
Success,  Tow  B 

dge 
oat. 

Leach  employ 
pilots  to  take— 
from  Quincy  to 
Plum  Pt.,  5402- 
B. 

P 

Plum  Point  Re 

ach.Miss.  River. 

Leach  employ 
pilot  to  take  str. 
Success  from 
Quincy,  Ills.,  to 
— ,  5402-B. 

B 

Boats,  Tow. 

Success 
P.  95L 

u 

H 
1" 

War  Dept.  ' 

♦Mississippi  Ri 

ver  Commission 

Approves  Leach's 
hire  of  pilot, 
trans,  str.  Suc- 
cess, 5402-B. 

Note— The  dash,  thus  — ,  is  used  in  indexing  to  obviate  the  repetition  of,  and  is  in  substitution  for, 
the  index  word. 
*  Heading  at  top  of  page. 

Mr.  Saxton  then  made  a  mark  across  the  perpendicular  mark  in  upper  left-hand  cor- 
ner, to  signify  that  the  case  had  been  indexed,  and  returned  the  case  to  Mr.  Nichols 
(15),  who  charged  it  to  third  division  by  a  notation  in  red  ink  in  the  column  headed 
"Action,"  opposite  the  entry  of  the  case  in  the  book  of  letters  received,  and  sent  it  by 
messenger  (16)  to  Mr.  Dempsey  (17),  who  in  turn  sent  it  by  messenger  (18)  to  Major 
Post  (19).  After  reading  it  over  Major  Post  sent  it  to  Mr.  R.  W.  Burgess  (20),  civil  en- 
gineer (salary  $3,600),  who  drafted  an  indorsement  on  a  slip  of  paper  and  returned  the 
case  therewith  to  Major  Post  (21),  who  looked  it  over  and  signified  his  approval  of  the 
proposed  indorsement  by  placing  his  initials  (J.  C.  P.)  upon  the  slip.  He  then  sent  the 
case  by  messenger  (22)  to  General  Casey  (23),  who,  approving  the  indorsement,  so  sig- 
nified by  writing  upon  the  slip  the  word  "Yes,"  and  affixing  his  initials,  "T.  L.  C." 
He  then  returned  the  case  to  Major  Post  (24),  who  again  sent  it  to  Mr.  Dempsey  (25). 
By  Mr.  Dempsey  it  was  handed  to  Mr.S.  R,  Kiner  (class  1)  (26),  who  placed  upon  the 


102 

paper  tbe  indorsement,  as  per  draft,  and  returned  the  case  to  Mr.  Dempsey  (27),  who 
again  sent  it  to  Major  Post  (28),  who,  after  examining  the  indorsement,  placed  his  ini- 
tials in  the  upper  left-hand  corner  and  sent  it  by  messenger  (29)  to  General  Casey  (30) 
for  signature.  After  signing  the  indorsement  General  Casey  returned  the  case  to  Major 
Post  (31),  who  again  sent  it  to  Mr.  Dempsey  (32).  The  latter  then  handed  it  to  Mr.  W. 
Jansen  (class  3)  (33),  who  press-copied  the  indorsement  on  a  loose  sheet,  entered  the 
case  in  a  "dispatch "  book  (memorandum  receipt  book),  and  sent  it  by  messenger  (34) 
to  the  record  division  of  the  War  Department  in  a  sealed  envelope  addressed,  in  print, 
to  the  "Secretary  of  War — Koom  65."     The  following  shows  'the  entry: 


Name. 

When  sent. 

Nature  of  communication. 

Signature  of  receiver. 

* 
Secretary  of  War 

Dec.  22,  '88 

*                  * 
Leach  for  pilot,  5402  '«8 
B 

* 

* 
* 

k.'  D.  Bui-WeU.  (35) 

Mr.  Jansen  then  folded  the  press  copy  of  the  indorsement  into  three  equal  folds,  wrote 
in  pencil  upon  the  back  of  the  first  fold  the  date,  file  number  of  the  paper  upon  which 
the  indorsement  was  based,  name  of  person  to  whom  sent,  and  sent  it  by  messenger  (36) 
to  Mr.  Duryee  (37),  who  passed  it  to  Mr.  Nichols  (38),  class  1,  who  made  therefrom  a 
notation  in  red  ink  in  the  book  of  letters  received,  showing  the  action  as  per  the  indorse- 
ment, as  follows:  "To  Secy.  War,  Dec.  21,  '88,  reconid."  He  then  handed  the  press 
copy  to  Mr.  Johnson  (39)  (skilled  laborer,  salary  $720),  who  placed  it  in  a  temporary 
wrapper  to  await  final  disposition  of  the  case.     The  indorsement  was  as  follows: 

[1st  indoraement.] 

J.C.P.  Office  Chief  op  Engineers  U.  S.  Army. 

Bee.  21,  1888. 
Respectfully  submitted  to  the  Secretary  of  War  with  recommendation  for  approval. 

Thos.  Lincoln  Casey, 
Brig.  Qen.,  Chief  of  Engineers. 

^1888. 
B 


Upon  receipt  of  the  case  in  the  record  division  of  the  War  Department  the  envelope 
in  which  it  was  contained  was  (in  the  absence  of  the  chief  of  the  division,  who  at  the 
time  was  acting  chief  clerk  of  the  Department)  opened  by  Mr.  C.  H.  Carrington  (40),  a 
clerk  of  cl^ss  4,  and  at  the  time  acting  chief  of  the  division,  who,  after  removing  the 
paper  and  reading  its  subject-matter,  marked  upon  it  in  pencil  "  Maj.  Adams,"  to  sig- 
nify to  the  clerk  in  charge  of  the  letters-received  book,  in  which  the  cavse  was  to  be  en- 
tered, that  it  was  to  be  sent  to  Major  Adams,  the  subject  being  of  a  class  usually  acted 
upon  by  that  officer.  Mr.  Carrington  then  handed  it  to  one  of  the  office  messengers  (41 ), 
who  stamped  it  with  office  stamp  upon  the  first  fold,  showing  the  date  of  its  receipt  De- 
cember 22,  1888,  and  handed  it  to  Mr.  A.  L.  Robinson  (42),  class  2,  who  indexed  it  both 
by  name  and  subject,  and  placed  upon  it  the  file  number  (5591)  and  letter  of  the  book 
(A)  in  which  it  was  to  be  entered.  The  index  book  is  alphabetically  tagged  on  left-hand 
pages,  and  on  right-hand  pages  is  an  alphabetical  cut  index,  which  constitutes  an  index 
by  the  second  letter  of  the  name  or  subject  concemifig  which  information  may  be  desired, 
and  facilitates  reference  thereto.  £ach  page  is  ruled  with  a  marginal  line  on  the  left, 
and  at  the  top  of  the  page  are  printed  the  first  three  letters  of  the  name  or  subjects  be- 
ginning, and  the  names  or  subjects  ending,  the  entries  on  the  page.  To  illustrate:  A 
page  having  printed  at  the  topGLE  CILY  would  show  it  to  be  the  proper  page  on  which 
to  index  any  name  or  subject  the  first  two  letters  of  which  are  Gl  and  the  third  letter 
of  which  is  any  letter  from  E  to  Y,  inclusive. 

The  case  was  indexed  under  six  separate  headings  or  key- words,  as  follows: 

E       Engineers,  Chief  of. Plum  Point  Reach,  Miss.  River.    Pilots  for  sir.  Success.    5591a. 

L       Leach,Capt.  S.  S Pilots  for  str.  «S'ur<'«».s.    5rt91a. 

P        Pilots i^tr. Success.    Plum  Point  Reach.    5591a, 

P       Plum  Point  Reach (See  Miss.  River.) 

Q       Quincy,  111 Ktr.S««rre«K  to  Plum  Point  Reach.    Pilots.     5591a. 

M      Mississippi  River Plum  Point  Reach.    Pilots  for  str.  Sttccess.    &59Ia. 

* 
The  case  was  then  taken  from  Mr.  Robinson's  desk  by  Mr.  J.  T.  Smith  (43),  class  1,  in 
charge  of  Book  A  of  letters  received,  who  entered  it  in  said  l)ook,  made  a  notation  thereon 


103 

in  red  ink  charging  the  case  to  Major  Adams  (Maj.  M.  H.  Adams,  Corps  of  Engineers),  and 
placed  it  in  the  mail-box  on  his  desk,  from  which  it  was  carried  by  messenger  (44)  to  that 
ofiicer. 

The  entry  in  the  book  of  letters  received,  including  notations  of  actions  taken,  is  as 
follows: 


Dec.  22. 
5591 


Chief  of  Engineers,  Dec.  21, '88 

Submits,  recommending  approval,  comn.  of  Capt.  S.  S. 
Leach,  Memphis,  Tenn.,  in  connection  with  transferor 
str.  Success  and  tow  from  Quincy,  111.,  to  Plum  Point 
Reach.requesting  approval  ofemploymentofa  pilot  from 
Quincy  to  St.  Louis,  $25,  and  another  pilot  from  St.  Louis 
to  Fletcher's  Point,  Ark.,  at  a  rate  of  §150  per  mo.,  to  be 
paid  from  allotment  for  improving  Plum  Point  Reach. 


Maj.  Adams,  Dec.  22. 

Kec'd  back  22. 

Approved. 

By  order  of  the 

Secretary  of  War : 
Saml.  Hodgkins, 
Acting  Chiej  CI  rk. 
War  Dept., 
Dec.  22,  '88, 
Erigrs.,  Dec.  24. 


Upon  receipt  of  the  case  by  Major  Adams  (45)  he  submitted  it  to  the  Secretary  of  War 
(46),  who,  having  expressed  his  approval  of  the  recommendation  of  the  Chief  of  Engi- 
neers, Major  Adams  drafted  an  indorsement  and  sent  the  case  therewith  to  Mr.  J.  B,  Ran- 
dolph (47),  class  4,  assistant  to  the  chief  clerk  of  the  Department.  Mr.  Randolph  read 
the  case,  placed  the  indorsement,  as  per  draft,  thereon,  checked  the  letter  "a"  in  the 
word  War  in  the  indorsement  with  a  red-ink  mark,  to  signify  that  the  indorsement  was 
drafted  by  Major  Adams,  and  placed  the  case  in  a  basket  on  his  desk  in  which  are  regu- 
larly placed  such  papers  as  are  to  be  signed  by  the  chief  clerk.  He  then  filed  the  draft 
of  the  indorsement  in  a  pigeon-hole  in  one  of  the  office  book-cases  in  which  such  drafts 
are  usually  kept  for  a  reasonable  time  for  reference,  should  it  become  necessary  or  desir- 
able. The  acting  chief  clerk,  Mr.  Samuel  Hodgkins  (48),  upon  taking  up  the  case,  ex- 
amined it  with  reference  to  its  subject-matter  and  the  recommendation  submitted  by  the 
Chief  of  Engineers,  and,  thus  satisfying  himself  that  it  was  clerically  correct,  he  signed 
his  name  to  the  indorsement  and  returned  the  case  to  Mr.  Randolph  (49),  who  placed  it 
in  the  mail-box  upon  his  desk  belonging  to  the  record  division,  whence  it  was  taken  by 
messenger  (50)  of  that  division. 

The  indorsement  was  as  follows: 

Approved. 

By  order  of  the  Secretary  of  War: 


War  Dkpt., 

Dec.  22,  '88. 


Saml.  Hodgkins, 

Acting  Chief  Clerk. 


The  case  when  taken  by  the  messenger  of  the  record  division  from  the  office  of  the 
chief  clerk  was  handed  to  Mr.  Carrington  (51),  acting  chief,  who  read  the  indorsement 
and  sent  the  case  by  messenger  (52)  to  Mr.  Smith  (53),  who  entered  the  indorsement  in 
red  ink  opposite  the  entry  of  the  case  in  "A"  book  of  letters  received,  charged  it  to  the 
Engineer  Bureau  by  a  notation  in  red  ink  in  said  book,  placed  a  red-ink  check-mark  in 
upper  left-hand  corner  of  the  indorsement,  to  signify  its  entry,  and  sent  it  to  the  Engineer 
Bureau  by  messenger  (54). 

Upon  its  receipt  back  by  Mr.  Warren  (55),  chief  clerk  of  the  office  of  the  Chief  of  En- 
gineers, he  put  upon  it  a  third  division  slip,  and  sent  it  to  General  Casey  (56),  the  slip 
being  stamped  with  office  stamp,  showing  date  of  receipt  back,  and  having  written  upon 
it  by  Mr.  Warren,  in  blue  pencil,  the  words,  "From  the  War  Department, "  so  that  the 
general  might  see  that  the  case  was  one  which  had  been  acted  upon  by  the  Secretary  of 
War,  and  that  immediate  attention  might  thus  be  drawn  to  the  case.  It  was  then  placed 
1  y  General  Casey  in  Major  Post's  mail  basket,  taken  by  messenger  (57)  to  that  officer 
(58),  and  by  him  sent  by  messenger  (59)  to  Mr.  Dempsey  (60).  Mr.  Dempsey  then  sent, 
it  by  messenger  (61)  to  Mr,  Duryee  (62),  by  whom  it  was  handed  to  Mr.  Nichols  (63), 
who  stamped  it  on  first  fold  with  office  stamp,  showing  its  receipt  back  December  24, 
approved,  and  on  second  fold  showing  only  its  receipt  back,  December  24,  1888,  and 
handed  to  Mr.  Saxton  (64),  who  indexed  the  indorsement  of  the  Secretary  of  War.  plac- 
ing a  checkmark  in  blue  pencil  on  the  lower  left-hand  corner  thereof,  to  signify  its  having 
been  indexed,  and  returned  thacase  to  Mr.  Nichols  (65).  The  latter  then  charged  the 
case  to  third  division  by  a  notation  opposite  its  entry  in  the  book  of  letters  received, 
and  sent  it  to  Mr.  Duryee  (66),  who  returned  it  to  Mr.  Dempsey  (67).  Mr.  Dempsey 
then  sent  it  to  Major  Post  (68),  who  examined  it  and  handed  it  to  Mr.  Burgess  (69),  who 
drafted  an  indorsement  and  returned  the -case  therewith  to  Major  Post  (70),  who  then 
placed  his  initials  in  the  upper  left-hand  corner  of  the  draft  and  sent  the  case  to  General 


104 

Casey  (71),  who  wrote  upon  the  draft  the  word  "Yes,"  aftixed  his  initials  thereunder, 
signifying  his  approval,  and  returned  the  case  to  Major  Post  (72),  who  again  sent  it  to 
Mr.  Dempsey  (73).  The  latter  then  handed  it  to  Mr.  Jansen  (74),  who  placed  upon  the 
paper  the  indorsement  as  per  draft  and  returned  it  to  Mr.  Dempsey  (75),  who  sent  it  to 
Major  Post  (76)  for  signature.  After  being  signed  by  Major  Post  it  was  returned  to 
Mr.  Dempsey  (77),  who  again  handed  it  to  Mr.  Jansen  (78),  who  made  a  press  copy  of 
the  indorsement  on  a  loose  sheet,  and  placed  the  original  paper  in  an  envelope  properly 
addressed  for  the  mail.  He  then  folded  the  press  copy  into  three  equal  folds,  upon  the 
first  of  which  he  wrote  in  pencil  the  date,  file  number  of  the  paper  on  which  it  was  based, 
and  name  of  peison  to  whom  sent,  and  sent  it  to  Mr.  Duryee  (79),  who  handed  it  to  Mr. 
Nichols  (80),  who  made  therefrom  a  notation  opposite  the  entry  of  the  case  in  the  book 
of  letters  received,  showing  the  action  as  per  the  indorsement,  and  handed  it  to  Mr. 
Johnson  (81),  who  placed,  with  the  previous  press  copy,  in  a  temporary  wrapper  to 
await  final  disposition  of  the  case. 
The  indorsement  was  as  follows: 

fad  indorsement.] 

Office  Chief  of  Engineers  U.  S.  Army, 

Dec.  27,  1888. 
Respectfully  returned  to  Capt.  S.  S.  Leach,  Corps  of  Engineers,  inviting  attention  to  the  foregoing 
indorsement,  by  which  he  will  be  guided. 
After  such  record  as  may  be  necessary  has  been  made,  this  paper  will  be  returned  to  this  office. 
By  command  of  Brig.  Gen.  Casey : 

Jas.  C.  Post, 

Major  of  Engineers. 

Upon  the  receipt  of  the  case  at  the  office  of  Captain  Leach  (82)  it  was  stamped  on  the 
first  fold  with  office  stamp,  showing  date,  and  was  returned  to  the  Chief  of  Engineers  U. 
S.  Army,  by  indorsement  as  follows: 

[4th  indorsement.] 

U.  S.  Engineer  Office, 

Memphis,  Tenn.,  Dec.  31, 1888. 
Respectfully  returned  to  the  Chief  of  Engineers  U.  S.  Army,  as  required  in  3d  indorsement,  rec- 
ord having  been  made  for  the  files  of  this  office. 

Smith  S.  Leach, 

Captain  of  Engineers. 

The  case  was  received  back  at  the  office  of  the  Chief  of  Engineers  January  3,  1889, 
having  been  brought  from  the  Washington  City  post-office  in  the  War  Department  mail- 
wagon  (83),  contained,  with  other  mail  matter,  in  the  locked  mail-pouch  of  the  office  of 
the  Chief  of  Engineers,  which  was  taken  from  the  wagon  to  that  office  by  Mr.  F.  C. 
Hartman  (84),  an  assistant  messenger  of  said  office,  who  unlocked  the  pouch,  took  there- 
from its  contents  and  placed  the  same  upon  the  desk  of  the  chief  clerk,  Mr.  William  J. 
Warren  (85).  After  separating  the  personal  from  the  official  mail,  Mr.  Warren  turned 
the  latter  over  to  Mr.  Hartman  (86),  who  cut  open  the  envelope  and  covers  and,  without 
removing  the  contents,  replaced  the  same  upon  Mr.  Warren's  (87)  desk.  Mr.  Warren 
then  glanced  at  the  subject-matter  of  each  case,  and  finding  that  this  one  pertained  to 
third  division,  he  placed  upon  it  a  slip  with  "third  division"  printed  upon  it,  first 
stamping  the  slip  with  office  stamp  to  show  the  date  of  receipt,  placed  a  rubber  band 
around  the  papers  and  sent  them  to  General  Casey  (88),  who,  alter  looking  over  the  case, 
placed  it  in  a  basket  upon  his  desk  labeled  "Maj.  Post,"  Irom  which  it  was  taken  by 
messenger  (89)  and  carried  to  that  officer  (90).  Major  Post,  after  examining  the  case 
and  finding  that  no  further  action  thereon  was  required,  wrote  in  pencil  upon  the  first 
fold  the  word  "File,"  under  which  he  affixed  his  initials,  and  sent  the  case  by  messen- 
ger (91)  to  Mr.  Dempsey  (92).  By  Mr.  Dempsey  it  was  sent  to  Mr.  Duryee  (93),  by 
whom  it  was  handed  to  Mr.  Nichols  (94),  who  stamped  it  both  on  the  first  and  third 
folds  with  office  stamp,  showing  the  date  of  its  receipt  back,  made  a  notation  of  its  re- 
ceipt back,  in  red  ink,  opposite  the  entry  of  the  case  in  the  book  of  letters  received;  also 
made  a  similar  notation  of  the  case  being  filed,  checked  the  notation  "File,  J,  C.  P." 
with  blue  pencil,  to  signify  that  said  notation  had  been  made,  and  handed  the  case  to 
Mr.  Johnson  (skilled  laborer,  salary  $720)  (95),  who  filed  it  in  a  file-box,  filing  also 
therewith  the  press  copies  of  indorsements  which  had  previously  been  filed  in  a  tempo- 
rary wrapper  to  await  final  disposition  of  the  case. 

The  (liv'mon  .nlips  which  are  placed  upon  c^es  by  Mr.  Warren,  the  chief  clerk,  remain 
with  them  until  they  reach  the  record  division  (Mr.  Duryee),  where,  after  proper  record 


105 

of  the  cases,  the  slips  are  filed  for  a  reasonable  period  for  reference  should  it  be  desirable. 
When  a  large  number  of  them  has  accumulated,  and  it  is  certain  that  no  occasion  for  ref- 
erence to  them  will  arise,  they  are  disposed  of  as  waste  paper,  they  not  being  regarded 
as  a  record,  but  simply  as  ofl&ce  memoranda. 

The  following  is  a  copy  of  the  slip  that  was  used  in  this  case,  and  others  which  accom- 
panied it,  when  it  left  Mr.  Warren's  desk: 


Office  of  the 

Chief  of  Engineers, 

Dec.  17, 

1888. 

United  States  Army. 


12-15 


III  DIVISION. 

J.  C.  P. 

5393—5402 

B 

17,    3.30 

5404-5411 

18.    10.15 

The  office  stamp  being  placed  a?>ore  the  word  "  division  "  signifies  that  the  case  was  re 
ceived  by  Mr.  Warren  before  12  o'clock  m.  Had  the  case  been  received  by  him  after  tha 
hour  the  stamp  would  have  been  placed  helow  the  word  "division." 

The  figures  12— 15  in  pencil  to  the  right  of  the  office  stamp  indicate  the  time  (12.15 
o'clock)  at  which  the  papers  were  received  at  the  record  division. 

The  initials  J.  C.  P.  in  pencil  are  those  of  Maj.  J.  C.  Post,  and  signify  that  he  examined 
all  the  cases  which  accompanied  the  slip. 

The  figures  5393—5402,  5404—5411,  signify  that  cases  which  were  numbered  from 
5393  to  5402,  inclusive,  and  from  5404  to  5411,  inclusive,  accompanied  the  slip.  The  fig- 
ures 17, — 3.30  indicate  the  day  (17)  and  the  hour  at  which  the  cases  from  5393  to  5402, 
inclusive,  were  sent  from  the  record  division  for  action.  The  figures  18, — 10.15  indicate 
the  day  (December  18  j  and  the  hour  at  which  the  cases  from  5404  to  5411  were  similarly 
sent. 

Case  No.  5403,  which,  it  will  be  observed,  is  an  intermediate  number  to  the  above,  was 
a  telegram  which,  having  been  immediately  disposed  of  upon  its  receipt,  was  not  noted 
upon  the  slip. 

Note.  — It  will  be  observed  that  in  the  transfer  of  the  papers  from  one  to  another  the 
mode  of  transfer  is  not  specified  in  each  case,  it  being  impossible,  by  reason  of  the  lapse 
of  time  since  the  case  was  disposed  of,  to  determine  whether  the  transfer  was  by  mes- 
senger or  by  the  clerk  from  whom  transferred.  Where  it  could  be  determined  with 
reasonable  certainty  that  the  transfer  was  made  by  messenger  it  is  so  stated. 

Following  is  a  transcript  of  Captain  Leach's  letter: 


529 


Capt.  Smith  S.  Leach, 

Corps  of  Engineers  U.  8.  A., 

In  charge. 


Improving  Mississippi  River, 

IsT  AND  2d  Districts, 
U.  S.  Engineer  Office,  Memphis,  Tenn.,  December  14, 1 


To  the  Chief  of  Engineers  U.  S.  Army, 

Washington,  D.  C: 
Sir  :  I  have  the  honor  to  ask  for  the  approval  of  the  employment  of  one  pilot  for  the  trip  from 
Quincy,  111.,  to  St.  Louis,  Mo., at  $25.00  for  the  trip;  and  of  another  pilot  ferservice  from  St.  Louis. 
Mo.,  to  Fletcher's  L'dg,  Ark.,  at  the  rate  of  $150.00  per  month.  The  services  of  these  men  were  re- 
quired to  conduct  the  U.  S.  steamer  "Success,"  with  tow,  from  Quincy,  111., to  the  works  at  Plum 
Point  Reach,  and  it  was  impracticable  to  obtain  authority  previous  to  their  employment.  It  is  pro- 
posed to  pay  them  from  allotment  for  "  PJum  Point  Reach,"  appropriation  for  "  Improving  Missis- 
sippi River." 

Very  respectfully,  your  obedient  servant. 

Smith  S.  Leach, 

Captain  of  Engineers. 


106 


Following  is  a  copy  of  the  back  or  reverse  side  of  the  letter,  showing  office 
indorsements,  etc.     The  perpendicular  lines  indicate  the  folds: 


5402 

ENGB.  DEPT, 

1888 

B 

Rec'd  Dec.  17 

WAR  DEPARTMENT. 


Received  Dec.  22 


Memphis.  Tenn.,  Dec.  14, 1888. 


Leach,  Capt.  S.  S. 


In  connection  with  transfer  of 
Str.  Success  and  tow  from  Quin- 
I'y,  111.,  to  Plum  Point  Reach, 
reqs.  approval  of  employment 
of  a  pilot  from  Quincy  to  St. 
Louis,  $25,  and  of  another  pilot 
from  St.  Liouis  to  Fletcher's  Pt., 
Ark.,  at  rate  of  $150  pr.  mo.;  to 
be  paid  from  allotment  for  impg. 
Plum  Point  reach. 


File. 
J.  C.  P. 
U.  S.  Engineer  OflB.ce,  Mem- 
phis, Tenn. 
Received  Dec.  31, 1888. 
Reed.  Engr.  Deptback  Dec.24, 
1888.     Approved.  , 

Reed.  Engr.  Dept,  back  Jan.  3, 


[1st  indorsement.] 

Office  Chief  of  Engineers  U. 

S.  Army, 
J.  C.  P.  i>ec.21,1888. 

Respectfully  submitted  to  the 
Secretary  of  War  with  recom- 
mendation of  approval. 

Thos.  Lincoln  Casey. 
Brig.  Gen.  Chief  of  Engineers. 


Approved.    By  order  of  the 
Secretary  of  War : 

Saml.  Hodgkins, 
Acting  Chief  Clerk. 

War  Dept.,  Dec.  22, 1888. 


Reed.  Engr.  Dept.  Dec.  24, 1883, 


[3d  indorsement.] 

Office  Chief  op  Engineers  U. 
S.  Army,- 

Dec.  27,  1888. 
Respectfully  return  ed  to  Capt. 
S.  S.  Leach,  Corps  of  Engineers, 
inviting  attention  to  the  forego- 
ing indorsement,  by  which  he 
will  be  guided. 

After  such  record  as  may  be 
necessary  has  been  made,  this 
this  paper  will  be  returned  to 
this  office. 

By   command    of    Brig.    Gen. 
Casey : 

Jas.  C.  Post, 
Major  of  Engineers. 

5402  ,„„„ 
^—  1888 


[4th  indorsement.] 

U.  S.  Engineer  Office, 
Memphis,  Tenn.,  Dec.  31,  1888. 
Respectfully  returned  to  the 
Chief  of  Engineers  U.  S.  Army, 
as  required  in  3d  indorsement, 
record  having  been  made  for 
the  files  of  this  office. 

Smith  S.  Leach, 
Captain  of  Engineers. 


Reed.  Engr.  Dept.  Jan.  3, 1889. 


The  history  of  this  case  shows,  as  nearly  as  can  now  be  determined,  that  in  its  course 
from  Captain  Leach,  through  the  War  Department,  including  its  return  to  that  officer 
and  its  return  again  by  him  to  the  War  Department,  it  was  handled  by  officers  and  clerks 
seventy-six  times,  and  including  messenger  service,  ninety-four  times. 

The  Chief  of  Engineers  handled  it  six  times:  first,  when  it  came  into  the  office  and 
he  thus  knew  it  was  pending;  second,  when  he  approved  of  the  action  proposed;  third, 
when  he  signed  the  indorsement  containing  his  views;  fourth,  when  the  paper  was  re- 
turned to  his  office  with  the  action  of  the  Secretary  of  War  thereon;  fifth,  when  he  ap- 
proved the  indorsement  proposed  to  carry  out  the  orders  of  the  Secretary;  and  sixth,  when 
he  saw  that  the  orders  had  been  carried  out  and  the  case  closed. 

Maj.  J.  C.  Post,  Corps  of  Engineers,  in  immediate  charge  of  the  third  division,  which 
has  charge  of  all  matters  relating  to  rivers  and  harbors,  handled  it  twelve  times:  (1)  when 
sent  to  him  by  the  Chief  of  Engineers  he  read  it;  (2J  after  entry  in  the  books  lie  looked 
at  it  again  and  sent  it  to  have  indorsement  drafted;  (3)  indorsement  being  drafted,  he 
put  his  initials  on  it  to  show  he  approved  it;  (4)  the  draft  being  approved  by  the  Chief 
of  Engineers,  he  sent  it  to  the  clerk  to  put  on  the  paper;  (5)  when  indorsement  was 
placed  on  the  piper  he  initialed  it  to  show  it  was  correct;  {G)  when  signed  by  the  Chief 
of  Engineers  he  saw  it  again,  and  thus  knew  the  action  of  the  office  had  been  taken; 
(7)  he  next  read  the  action  of  the  Secretary  and  sent  the  paper  to  be  ''received  back" 
on  the  books;  (8)  this  being  done,  he  sent  to  have  indorsement  drafted  to  carry  out  or- 
ders; (9)  he  put  his  initials  on  draft  to  show  he  approved  it;  (10)  draft  being  approved 
by  Chief  of  Engineers,  he  sent  the  draft  to  be  placed  on  the  paper;  (11)  it  having  been 
placed  on  paper,  he  signed  indorsement;  (12)  paper  having  been  returned  by  Captain 
Leach,  he  saw  that  action  was  complete  and  ordered  paper  iSled. 

Mr.  Stevens  (clerk  of  class  $1,000)  in  charge  of  mail-wagon  of  War  Department,  han- 


107 

died  the  paper  three  times:  (1)  when  he  brought  it  from  the  post-office;  (2)  when  he 
took  it  from  the  Department  to  the  post-office,  when  it  was  returned  to  Captain  Leach; 
(3)  when  he  again  brought  it  from  the  post-office  upon  its  return  by  Captain  Leach. 

Mr.  Warren,  chief  clerk,  office  Chief  of  Engineers  (salary  $2,000  per  annum),  handled 
it  five  times:  (1)  when  he  handed  it  to  Mr.  Hartman,  messenger,  to  cut  open  the  enve- 
lope in  which  it  was  contained — this  saves  time,  as  the  envelopes  are  being  cut  while 
the  mail,  often  large,  is  being  assorted;  (2)  when  he  looked  it  over  and  sent  it  to  Gen- 
eral Casey  with  the  time-slip  attached;  (8)  at  the  time  of  its  receipt  back  from  the  War 
Department;  (4)  when  he  at  the  time  of  its  second  receipt  from  Captain  Leach  handed 
it  to  Mr.  Hartman  to  cut  open  the  envelope;  (5)  when  he  again  looked  it  over  and  sent  it 
to  General  Casey. 

Mr.  Hartman,  assistant* messenger, office  Chief  of  Engineers  (salary  |720),  handled  it 
four  times:  (1)  when  he  brought  it  from  the  mail-wagon  to  Mr.  Warren's  desk;  (2)  when 
he  cut  open  the  envelope  and  replaced  it  upon  Mr.  Warren's  desk;  (3)  when  for  the 
second  time  he  brought  it  from  the  mail- wagon  to  Mr.  Warren's  desk;  (4)  when  he  cut 
open  the  envelope  and  replaced  it  upon  Mr.  Warren's  desk. 

Mr.  Dempsey,  clerk  of  class  4  and  chief  clerk  of  the  third  division,  office  Chief  of  En- 
gineers, handled  it  eleven  times:  (1)  when  it  was  sent  to  him  by  Major  Post,  when  he 
stamped  it  with  the  figures  111  in  lower  left-handed  corner  and  sent  it  to  Mr.  Duryee, 
chief  of  record  division,  for  record;  (2)  when  it  was  returned  to  him  after  having  been 
recorded  and  indexed,  and  was  returned  by  him  to  Major  Post;  (3)  when  it  was  sent  to 
him  by  Major  Post  to  have  indorsement  placed  upon  it;  (4)  when  it  was  returned  to  him 
by  the  clerk  who  had  placed  the  indorsement  upon  it,  when  he  again  returned  it  to 
Major  Post;  (5)  when  Major  Post  returned  it  to  him  after  the  indorsement  had  been 
signed  by  General  Casey;  (6)  when  it  was  sent  to  him  by  Major  Post  after  having  been 
acted  upon  by  the  Secretary  of  War;  (7)  when  it  was  returned  to  him  from  the  record 
division,  to  which  it  was  sent  to  have  the  action  of  the  Secretary  of  War  properly  re- 
corded; (8)  when  it  was  again  sent  to  him  by  Major  Post  to  have  another  indorsement 
placed  upon  it;  (9)  when  it  was  returned  to  him  by  the  clerk  who  had  placed  the  in- 
dorsement upon  it;  (10)  when  it  was  returned  to  him  by  Major  Post  after  the  indorse- 
ment had  been  signed;  (11)  when  it  was  sent  to  him  by  Major  Post  upon  its  return  by 
Captain  Leach  after  which  it  was  filed. 

Mr.  Duryee,  clerk  of  class  4  and  chief  of  record  division,  office  of  the  Chief  of  Engi- 
neers, handled  it  five  times:  (1)  when  it  was  sent  to  him  by  Mr.  Dempsey  for  record; 

(2)  when  the  press-copy  of  the  indorsement  was  sent  to  him  to  be  temporarily  filed; 

(3)  when  it  was  sent  to  him  by  Mr.  Dempsey  to  have  the  action  of  the  Secretary  of  War 
recorded;  (4)  when  it  was  returned  to  him  after  the  indorsement  of  the  Secretary  of  War 
had  been  properly  noted  and  indexed;  (5)  when  it  was  sent  to  hinf  after  its  receipt  back 
from  Captain  Leach  to  be  permanently  filed. 

Mr.  Nichols,  clerk  of  class  1,  office  of  Chief  of  Engineers,  handled  it  six  times:  (1) 
when  it  was  stamped,  briefed,  and  recorded  by  him  in  book  of  letters  received;  (2) 
when  he  noted  in  the  book  of  letters  received  the  indorsement  submitting  the  case  to  the 
Secretary  of  War;  (3)  when  he  stamped  it  upon  its  receipt  back  from  the  Secretary  of 
War,  and  made  notation  of  its  approval;  (4)  when  he  made  a  notation  charging  the  case  to 
the  third  division;  (5)  when  he  made  a  notation  of  the  indorsement  returning  the  case 
to  Captain  Leach;  (6)  when  he  stamped  it  showing  its  receipt  back  from  Captain  Leach 
and  made  notation  thereof,  and  of  the  case  being  filed. 

Mr.  Saxton,  clerk  of  class  3,  office  Chief  of  Engineers,  handled  it  twice:  (1)  when  he 
indexed  it  at  the  time  of  its  first  receipt  in  the  record  division,  office  Chief  of  Engineers; 
(2)  when  he  indexed  the  action  of  the  Secretary  of  War. 

Mr.  Burgess,  civil  engineer,  office  Chief  of  Engineers  (salary  $3,600),  handled  the  case 
twice:  (1)  when  he  prepared  the  draft  of  the  indorsement  submitting  the  case  to  the 
Secretary  of  War;  (2)  when  he  prepared  the  draft  of  the  indorsement  returning  it  to 
Captain  Leach. 

Mr.  Kiner,  clerk  of  class  1,  office  Chief  of  Engineers,  handled  the  case  once,  having 
placed  thereon  the  indorsement  submitting  it  to  the  Secretary  of  War. 

Mr.  Jansen,  clerk  of  class  3,  office  Chief  of  Engineers,  handled  the  case  three  times: 
(1)  when  he  press-copied  the  indorsement  submitting  it  to  the  Secretary  of  War;  (2)  when 
he  placed  upon  the  case  the  indorsement  returning  it  to  Captain  Leach;  (3)  when  he 
press-copied  said  indorsement. 

Mr.  Johnson,  skilled  laborer,  office  Chief  of  Engineers  (salary  $720).  handled  it  three 
times:  (1)  when  he  temporarily  filed  the  press-copy  of  the  indorsement  submitting  the 
case  to  the  Secretary  of  War;  (2)  when  he  similarly  filed  the  press-copy  of  the  indorse- 
ment returning  the  case  to  Captain  Leach;  (3)  when  he  placed  the  case  in  the  permanent 
files. 

Mr.  Carrington,  clerk  of  class  4,  record  division.  War  DepartmentVat  the  time  acting 
chief  of  the  division),  handled  the  case  twice:  (1)  when  he  opened  the  envelope,  looked 


108 

the  case  over,  and  marked  it  for  Major  Adams;  (:2)  when  it  was  returned  to  the  record 
division  after  the  indorsement  of  approval  hai  lieen  signed. 

Mr.  Kobinson,  clerk  of  class  2,  record  division,  War  Department,  handled  the  case  once, 
for  the  purpose  of  indexing  it  in  the  index-book  of  letters  received. 

Mr.  Smith,  clerk  of  class  1,  record  division,  War  Department,  handled  the  case  twice: 
(1)  when  he  entered  it  in  book  (A)  of  letters  received :  (2)  when  he  noted  in  said  book  the 
indorsement  of  approval. 

Major  Adams,  Corps  of  Engineers  (on  duty  in  office  of  Secretary  of  War),  handled  the 
case  twice:  (1)  when  he  submitted  it  to  the  Secretary  of  War  for  his  action;  (2)  when  he 
prepared  the  draft  of  indorsement  of  approval. 

The  Secretary  of  War  handled  the  case  once,  when  he  examined  it  and  indicated  his 
approval  of  the  recommendation  of  the  Chief  of  Engineers. 

Mr.  Eandolph,  clerk  of  class  4  (assistant  to  the  chief  clerk,  War  Department),  handled 
the  case  twice:  (1)  when  he  placed  the  indorsement  of  approval  upon  the  case;  (2)  when 
he  received  it  back  from  the  acting  chief  clerk,  after  the  indorsement  was  signed,  and 
sent  it  to  the  record  division. 

Mr.  Hodgkins,  chief  of  the  record  division,  War  Department  (at  the  time  acting  chief 
clerk),  handled  the  case  once,  when  he  signed  the  indorsement  of  approval. 

This  statement  and  this  analysis  show  vividly  every  item  of  work  that  has  been  done 
in  the  case  of  the  steamer  Success^  but  it  is  not  to  be  assumed  that  the  eflect  of  handling 
it  by  so  many  people  has  therefore  been  to  delay  it  unnecessarily.  The  passing  on  from 
hand  to  hand  has  enabled  those  who  have  thus  looked  at  it  to  keep  fully  abreast  with 
the  work  of  the  office,  to  see  that  it  is  properly  done,  and  thus  to  carefully  supervise  it. 
At  the  same  time  they  are  busily  engaged  with  other  matters.  The  Chief  of  Engineers, 
while  he  has  apparently  only  looked  at  this  paper,  has  satisfied  himself  that  the  action 
proposed  is  correct.  It  has  taken  only  a  moment,  while  at  the  same  time  he  has  been 
busy  with  visitors  on  official  matters  and  with  the  important  professional  problems  in- 
volved in  the  duties  of  the  Corps  of  Engineers  connected  with  the  improvement  of  rivers 
and  harbors  and  the  fortifications  of  the  country. 

Major  Post  has  handled  it  oftener  than  any  other  officer,  but  this  is  accounted  for  by 
the  fact  that  it  pertained  to  the  duties  of  his  division  of  the  office.  His  experience  has 
enabled  him  to  pass  upon  it  with  a  mere  glance  which  has  satisfied  him  that  it  is  cor- 
rect, and  in  the  mean  time  he  has  been  absorbed  in  perhaps  some  professional  problem 
about  the  dredging  of  a  river,  the  building  of  dikes  or  bridges,  and  other  matters  com- 
ing before  him. 

The  chief  clerk  of  the  office  guides  the  clerical  force,  distributes  the  mail  to  the  proper 
divisions,  keeps  it  going,  sees  that  it  is  correct,  and  at  the  same  time  is  busy  with  vis- 
itors on  official  matters  and  other  duties  for  the  performance  of  which  he  is  responsible. 

The  several  clerks  in  charge  of  divisions  look  at  the  work  so  that  they  may  know  to 
whom  to  distribute,  and  again  see  that  it  is  correct,  while,  at  the  same  time,  by  this 
distribution  they  keep  all  usefully  employed.  It  is  not,  of  course,  necessary  here  to  state 
all  the  duties  perforn^ed  by  each  official. 

In  the  subdivisions  of  the  office  the  duties  are  similar  to  those  of  chiefs  of  divisions, 
and  finally  the  case  comes  to  those  who  do  the  actual  work  of  entering  in  books,  noting, 
briefing,  copying,  indexing,  etc.  In  this  particular  case,  while  at  first  glance  it  might 
appear  that  it  was  handled  more  frequently  than  was  necessary,  still  it  is  to  be  remem- 
bered that  each  of  these  individuals  have  to  perform  but  a  fractional  part  of  the  work, 
which  has  occupied  but  a  small  part  of  the  time,  and  that  at  other  times  they  have  been 
engaged  upon  other  work  which  should  fully  occupy  their  time.  For  instance,  the 
chief  clerk  may  have  been  engaged  upon  some  important  matter  to  which  he  must  give 
his  own  individual  attention;  writing  up  a  report,  or  searching  for  something  which  is 
within  his  own  knowledge.  So  the  chiefs  and  subchiefs  of  division  are  also  engaged. 
This  will  be  apparent  when  it  is  considered  that  in  the  office  of  the  Chief  of  Engineers 
there  are  five  officers,  forty-nine  clerks,  and  thirteen  messengers;  that  this  force  has  ac- 
complished the  work  devolved  upon  the  Chief  of  Engineers  in  the  river  and  harbor  bill, 
the  appropriations  ibr  which  have  averaged  $10,500,000  annually,  and  in  the  fortifica- 
tion bill,  the  appropriations  for  which  have  averaged  $215,000  for  the  fiscal  years  from 
1883  to  1889,  and  in  addition  incidental  questions  coming  up  from  the  Army  in  regard 
to  engineering  matters,  questions  growing  out  of  the  late  war  in  regard  to  positions  of 
troops,  maps  of  battle-fields,  and  of  fortifications,  etc. 

It  may  be  possible  that  the  fact  of  passing  through  so  many  hands  has  delayed  the 
work  to  some  *>ixtent,  and  with  a  view  of  reducing  this  to  the  lowest  possible  limit  the 
board  took  up  the  question  of  the  messenger  service,  and  upon  its  recommendation  the 
Secretary  of  War  issued  an  order  providing  for  a  half  hourly  collection  and  delivery  of 
the  mail,  which,  when  put  into  operation  in  all  the  divisions  of  the  several  offices  and 
bureaus  of  the  Department,  will  effect  the  transfer  of  papei-s  and  of  communications 
with  an  expedition  not  now  possible,  and  at  the  same  time  enable  it  to  be  done  with  a 


109 

smaller  force  of  messengers  than  is  now  engaged  upon  the  work,  thus  enabling  the  other 
messengers  not  thus  engaged  to  be  more  constantly  at  the  call  of  those  who  may  need 
them  to  carry  oral  rnessages  about  the  Department  and  to  take  care  of  the  rooms  and 
keep  everything  in  proper  order.  The  value  of  this  system  is  evident  after  it  is  put  into 
practical  operation.  In  theory  papers  are  moved  as  fast  as  they  are  ready,  and  this  sys- 
tem seems  useless  as  being  aa  additional  requirement.  But  when  a  messenger  is  wanted 
he  may  be  away  carrying  a  message  and  the  paper  is  delayed.  In  some  divisions  the 
mail  moves  but  two  or  three  times  a  day. 

By  means  of  regular  half-hourly  messenger  trips  between  the  offices  of  the  chief  clerk 
of  the  several  bureaus  and  of  the  Department  each  of  the  ten  bureaus  can  transmit  a 
paper  to  any  one  of  the  other  nine  bureaus  and  receive  one  from  any  of  the  other  nine 
bureaus  every  half-hour.  That  is,  papers  can  by  this  specific  service  be  moved  in  (10 
times  9=)  90  difierent  directions  by  one  round  trip  of  the  messenger,  and  experiment 
has  demonstrated  that  he  can  easily  accomplish  such  trips  in  twenty  minutes.  As  four- 
teen such  trips  can  readily  be  made  a  day  by  a  messenger,  he  can  accomplish  or  make 
possible  (90X14= )  1,260  separate  deliveries  between  the  bureaus  and  the  office  of  the  Sec- 
retary of  War;  or  in  other  worde,  1,260  individual  official  papers  can  in  one  day  be  taken 
up  in  the  different  bureaus  and  delivered  at  their  proper  destination  within  half  an  hour 
after  they  are  completed,  no  two  papers  being  sent  at  the  same  time  to  the  same  destina- 
tion by  any  one  bureau. 

Should  two,  three,  or  more  papers  be  sent  at  the  same  time  from  one  bureau  to  another 
this  estimated  number  of  exchanges  of  actual  papers  would  be  increased  in  a  correspond- 
ing ratio.  While  on  the  one  hand  each  bureau  does  not  have  occasion  to  send  papers  to 
every  other  bureau  iu  every  delivery,  on  the  other  hand  some  bureaus  send  many  papers 
at  a  time.  It  may  therefore  not  be  improper  to  assume  that  the  number  of  exchanges 
of  actual  papers  between  bureaus  by  this  system  will  approximate  the  number  of  points 
of  contact  made  by  the  messenger,  which,  as  above  stated,  is  1,260. 

The  offices  and  bureaus  of  the  Department  comprise  about  ninety  divisions.  These 
divisions  have  the  same  occasion  to  transmit  papers  back  and  forth  as  the  bureaus.  The 
hall-hourly  messenger  service  should  therefore  be  applied  also  to  every  division  of  each 
bureau,  the  division  messenger  including  in  his  trips  the  office  of  the  chief  clerk  of  the 
bureau.  By  this  means  a  paper  requiring  to  go  from  a  division  of  one  bureau  to  a  di- 
vision of  another  bureau  will  reach  its  destination  by  transfer  from  and  to  the  division 
messenger  through  the  baskets  of  the  chief  clerks  of  the  two  bureaus. 

By  this  method  also  every  division  of  a  bureau  is  automatically  put  in  speedy  commu- 
nication with  every  division  of  all  other  bureaus.  This  messenger  service,  therefore, 
enables  each  of  the  ninety  divisions  to  communicate  with  each  of  the  other  eighty-nine 
divisions,  making  (90X89=)  8,010  possible  transfers  of  papers  per  trip.  Fourteen  trips 
a  day  will  permit  of  (8,010X14=)  112,140  possible  transfers  throughout  the  Depart- 
ment, so  that  this  number  of  individual  papers  could  be  transferred  by  this  system  with- 
out any  two  papers  making  the  same  journey  at  the  same  time,  and  without  the  neces- 
sity on  the  part  of  the  sender  of  addressing  and  sealing  an  envelope,  ringing  for  a  mes- 
senger, waiting  until  he  comes,  handing  him  the  paper,  telling  him  where  to  go;  nor  on 
the  part  of  the  recipient  of  telling  the  messenger  that  there  is  or  is  not  a  reply. 

It  is  estimated  that  this  method  of  transfer  can  be  accomplished  by  about  twenty  mes- 
sengers, and  that  as  the  balance  of  the  laboring  and  messenger  force  of  the  Department 
will  thereby  be  relieved  from  the  work  of  transmitting  ordinary  papers  not  requiring 
more  speedy  delivery  than  every  half  hour,  they  will  be  available  for  the  carrying  of 
oral  messages,  of  papers  requiring  immediate  transfer,  and  other  necessary  work  of  the 
Department. 

To  the  criticism  that  the  clerical  work  has  been  done  by  low-grade  clerks,  while  those 
of  a  higher  grade  seem  to  have  merely  glanced  at  it  and  passed  it  on  to  ^others  to  do  the 
work,  it  is  to  be  remarked  that  there  must  be  supervision,  and  in  a  large  business  many 
must  be  employed  in  doing  fractional  parts  of  work. 

This  is  but  one  case  of  a  ceaseless  number.  The  high-grade  clerk  is  experienced;  a 
glance  at  many  of  the  cases  is  sufficient  to  enable  him  to  determine  the  next  step  neces- 
sary; other  cases  he  must  examine  carefully;  he  is  busy  answering  questions,  directing, 
supervising:  the  clerks  of  the  lower  grades  do  the  writing,  searching,  filing,  and  index- 
ing. It  is  not  asserted  that  all  in  the  higher  grades  are  better  clerks  than  those  in  the 
lower  grades,  that  they  are  more  intelligent  or  more  industrious,  or  that  all  of  the  clerks 
are  usefully  and  necessarily  employed,  but  it  is  believed  this  is  true  generally,  for  the 
work  must  be  done  satisfactorily  and  must  not  be  allowed  to  accumulate.  Chiefs  of  bu- 
reaus, being  responsible  for  the  character  of  the  work  in  their  respective  bureaus,  endeavor 
to  secure  the  best  men  for  responsible  places,  and  to  secure  this  they  make  their  recom- 
mendations when  there  are  vacancies,  having  also  in  view  the  result  of  the  examination 
before  the  Civil  Service  Board  of  Promotion;  and  the  appointment  is  made  by  the  Sec- 
retary of  War  in  accordance  with  such  recommendation. 


110 

Whether  there  are  any  useless  briefs,  records,  or  notations  made  in  this  class  of  papers 
has  already  been  partly  considered  and  recommendation  made  that  certain  classes  of  paper 
be  not  recorded.     This  subject  will  be  further  considered  in  this  report  hereafter. 

Whether  there  are  any  links  in  the  chain  that  can  be  omitted  has  been  reported  upon 
in  the  paper  upon  "Administration." 

It  is  evident  that  papers  often  pass  through  too  many  hands,  and  as  this  is  a  matter 
that  can  best  be  remedied  by  chiefs  of  bureaus,  it  is  recommended  that  a  circular  be  is- 
sued as  follows: 

[Circular.] 

War  Department, 
Washington  City,  Febriuiry,  1889. 

In  the  matter  of  briefing  and  entering  ''letters  received"  and  recording  "letters 
sent"  and  indorsements  in  the  respective  bureaus  and  offices  of  the  War  Depart- 
ment, attention  is  invited  to  the  case  entitled  "Salaries  and  Fees  of  United  States  Con- 
suls," published  on  pages  25  to  37,  inclusive,  of  volume  t  of  the  report  of  the  Select  Com- 
mittee of  the  United  States  Senate,  appointed  under  Senate  resolution  of  March  3,  1887, 
to  inquire  into  and  examine  the  methods  of  business  and  work  in  the  Executive  Depart- 
ments, etc. 

With  this  case  as  a  sample  to  be  followed,  chiefs  of  bureaus  are  requested  to  have  an 
actual  case  selected,  such  as  will  show  the  average  action  or  work  upon  cases  in  their 
respective  bureaus  or  offices,  then  to  have  a  history  of  the  case  prepared  by  the  clerk  in 
charge,  showing  in  minute  detail  (including  copies  of  briefs,  office  marks,  indorsements, 
letters,  entries  in  record,  and  index-books,  etc. )  the  action  from  and  including  the  re- 
ceipt of  the  case  in  the  office,  through  its  various  courses  to  and  including  its  final  dis- 
position, in  like  manner  as  is  shown  in  the  case  mentioned. 

This  history  having  been  prepared  as  required,  chiefs  of  bureaus  will  cause  an  inves- 
tigation of  the  subject  to  be  made,  and  having  thereupon  decided  whether  any  unneces- 
sary work  has  been  done  or  any  persons  have  been  employed  on  the  work  more  than 
were  needed,  and  what  possible  improvements  can  be  made  in  the  methods  adopted, 
they  will  apply  the  appropriate  remedy  and  make  report  of  their  action  to  the  Secretary 
of  War,  and  transmit  therewith  a  copy  of  the  history  of  each  case  made  up  as  above  di- 
rected. 

By  order  of  the  Secretary  of  War. 

Chief  Clerk. 

It  is  believed  this  tracing  of  papers  and  writing  down  every  step  that  has  been  taken, 
either  by  officers,  clerks,  or  others  will  show  the  operation  so  clearly  that  it  will  be  ap- 
parent that  there  is  a  possibility  of  improvement,  and  various  steps  that  have  been  taken 
in  the  past  will  be  cut  off  in  future,  and  the  work  expedited.  Thus  the  object  desired 
by  the  Senate  committee,  and  required  by  the  order  convening  the  board,  will  be  ac- 
complished and  the  remedy  applied  by  the  officers  directly  responsible  for  the  work. 


PENSION  CLAIM  OP  THOMAS  W.   TAYLOR. 

This  case  has  been  selected  at  random  as  showing  delay,  which  will  be  remedied  to 
a  great  extent 'by  the  foregoing  circular  and  the  order  of  January  18,  1889,  requiring 
half-hourly  mail  collections  and  deliveries. 

It  has  not  been  traced  step  by  step  like  the  case  of  the  steamer  Success.  The  circular 
just  suggested  requires  cases  to  be  selected  in  all  of  the  divisions  of  the  Department  and 
traced  step  by  step.  A  copy  of  this  case  will  therefore  be  sufficient  for  the  presejit  pur- 
pose.   The  following  is  a  copy  of  the  papers  in  the  case: 


Ill 


(1) 


Mid. 


Division. 


First  call  on  Adjutant-General,  TJ.  S.  A. 

Claim  No.  676347. 
Thoa.  W.  Taylor. 
Co.  1, 161st  Ohio  Vols. 
Dec.  1st,  1888. 


(2) 


(3) 


Mid.  Div. 
J.H.T..  Ex'r. 
No.  676347. 
Thos.  W.  Taylor. 
Co.  I,  161st  Ohio  Vols. 


(3-060) 


Adjutant-General's  Office, 

Received  Dec.  4, 1888. 

Enlisted  Volunteer  Pension  Branch. 


Depaktment  op  the  Interior, 

Bureau  of  Pensions, 

Dec.  1st,  1888. 

Sir:  I  have  the  honor  to  request  that  you  -will  furnish  from  the  records  of  the  War  Department 
a  full  report  as  to  the  service,  disability,  and  hospital  treatment  of  Thomas  W.Taylor,  who,  it  is 
claimed,  enlisted  May  2d,  1864,  and  served  as  private  in  Co.  1, 161st  Reg't  Ohio  N.  G.  Vols.;  also  in  Co. 


and  was  discharged  at  Columbus,  Ohio,  Sept.  21st,  1864. 
While  serving  in  Co.  1, 161st  Vols,  he  was  disabled  by  feVer,  deafness,  lung  and  heart  trouble,  at 

Frederick,  Md..  Aug.,  1864.^ , . 

Also . 


and  was  treated  in  hospitals,  of  which  the  names,  location,  and  dates  of  treatment  are  as  follows: 
Regimental  Hospital 


Very  respectfully. 


The  Adjutant-General,,U.  S.  Army. 
13502—75  M.        O  6—002. 


John  C.  Black, 

Commissioner. 


¥/ 


112 

(4) 

First  division  volunteer  rolls  and  records. 
Thomas  Taylor,  I  Co.,  161  Regt.  Ohio  Vols. 


Regt'l  Des.  Book. 

1 

_,. .,  , 

Hospital  records. 

■ 

I"  Not  on  file.     .. 

Con.  M.  Reports. 

Order  Books. 

Letter  Books. 


Go.  Des.  Book. 


-Ex. 


Co.  M.  Reports 


'Ex. 


Clothing  Books. 


Co.  Returns. 


Not  on  file. 


Casualties. 


Med.  Certificates. 


Furloughs. 


Files. 


15 


(5) 


Mr.  Hesse: 

No  detachment  or  individual  muster-out  roll  or  certificate  of  disability  on  file. 
The  records  of  this  di vison  furnish  no  further  evidence  of  disability. 

Ist  Div.,  V.  R.  R.  1 
Dec.  14, 1888.     J 

(6) 


th.  I.  a 


10894 
B 

Adjt.  Genl's  Office 

Enlisted  Br. 

Reed.  Dec.  17. 

1888 

113 


C7) 


Pension  Office, 

Dec.  1,  1888. 


Thomas  W.  Taylor,  Co.  I,  161  Reg'l  Ohio  V^ols. 


Commissioner  of  Pensions  requests  full  state- 
ment of  service. 


Wrapper. 

123 
377  

15 
3  —  378 


(8) 


Second  Auditor's  Oflice, 
Dec.  22, 1888. 
Mail  Room. 


War  Department, 
Adjutant  General's  Office, 
Washington,  Dec.  21, 1 


Respectfully  referred  to  the  Second  Auditor  of  the  Treasury,  with  request  that  he  will  inform 
this  office  whether  his  flies  contain  any  record  of  payment  to  this  soldier  on  final  statements  or 
muster-out  roll,  and,  if  so,  the  date,  place,  and  cause  of  his  discharge. 
Please  return  these  papers  with  the  report. 

C.  McKeever, 
Assistant  Adjutant-Oeneral, 
(199) 

Reed,  back  with  report  and  I  Enc.  Jan.31,  '89. 
J.K. 

(9) 

[Form  29.] 

Treasury  Department, 
Second  Auditor's  Office, 

Washington,  D.  C,  Jan'y  18,1889. 

4  W     Sir  ;  Please  give  the  last  payment,  and  any  ordinary  or  add.  bounty  payments,  when  and 

5  "    by  whom  made  to  Thomas  W.  Taylor. late  Pvt. Company  "  I "  161  Ohio Volun- 

6  "   leers,  who  was  discharged  after  the  2d  day  of  Sept.,  1864  (Notation  on  M-O  roll;  "certif.  to 

7  "    Maj.  Sabin,Aug.  14,  1865.") 

8  "  Very  respectfully, 

9  "  Wm.  a.  Day, 

10  "  Auditor. 

11"    J.F.K.80.  By  F. E.G. 

13  " 


Paymaster  General's  Office, 

U.S.A. 

Rec'd  Jan.  21.1889. 

Vol.  Record  Division. 


To  the  Paymaster-General. 

.      (10) 


Second  Auditor's  Office, 
Jan.  22, 1889. 
Mail  Room. 


War  Department, 
Paymaster-General's  Office, 
Washington,  D.  C,  Jan.  21,1 


Sir  :  It  app)ears  on  record  that  Thos.  W.  Taylor, late pt. Company I ISlst 

Regiment  Ohio Volunteers,  was  last  paid  by  Major  J.  A.  Sabin,  6678,  on  the  2l8t  day 

of  Aug.,  1865.    .  *'  '        •»  ^ 

No  record  of  A.  B. 
Very  respectfully, 

Wm.  B.  Rochester, 

Paymaster-Oeneral, 
ByB. 
To  the  Second  Auditor  of  the  Treasury. 
[Ed.  7-29-87-20,000.] 

17958 8 


114 

ai) 

[Form  113.] 


Respecttully  returned  to  the  Assistant  Adjutant-General. 
Thomas  VV.  Taylor,  late  pvt.,  Co.  "I,"  161  Ohio  U.  S.  Vols., 
Sept.  Ist,  1864. 
No  final  statement  with  voucher:  data  obtained  from  M  I  O 
1343-1914. 


J.  F.  K.  80. 

[Ed.  1-27,  '87—5.000.] 


(12) 


Respectfully  referred  to  the  Surgeon-General  U,  S.  Army  for 
papers  be  returned  with  report. 
By  order  of  the  Secretary  of  War. 


Treasury  Department, 

Second  Auditor's  Office, 
January  26, 1889. 

was  last  paid  on  Form  5  to  include 

roll  of  company. 

Wm.  a.  Day,  Auditor. 
By  J.  H.  B.  Jenkins. 


War  Department, 
Adjutant-General's  Office, 
Washington,  Feby.  2,  1889. 
information,  with  request  that  these 


O.E.C. 


C.  McKeever, 
Asst.  Adjutant-General. 
(123) 


(13) 


R.  &  P.  DIV. 

*^ 

rH 

530460 
S.  G.  O. 

(14) 


Name. 

Rank. 

Co. 

Regi- 
ment. 

Date  of 
admis- 
sion. 

Record  of— 

Diag. 
nosis. 

Disposition  and  re- 
marks. 

Thos.  W.Taylor. 

P 

I... 

161  Ohio 

1864. 
Aug.  14... 

Gen.  Hosp.,  Fred- 
erick, Md. 

Typhoid 
fever. 

Returned  to  duty 
Sept.  19,  '64. 

• 

Note.. 


115 

(15) 

Case  of  Thomas  W.  Taylor,  P,  Co.  1, 161  Reg't  Ohio  V. 

Claim  No.  676347. 


War  Department, 
•  Sukgeon-Genekal's  Office, 

Recokd  and  Pension  Division, 

Washington,  D.  C,  Feb.l,  1889. 
This  transcript  from  the  records  on  file  in  this  office  is  respectfully 
furnished  for  the  information  of  the  Adjutant-General,  U.  S.  A.,  and 
embodies  all  the  information  which  has  been  found  on  a  search  of 
those  records  made  in  full  compliance  with  the  inclosed  request. 


All  papers  pertaining  to  the  case  are  herewith  returned. 
By  order  of  the  Surgeun-General. 

F.  C.  AiNSWOKTH, 

Capt.  and  Assistant  Surgeon,  U.  8.  A. 
Per 
R.  &  P.  Div.,  No.  530160. 
J.  C.  F. 

(16) 

War  Department, 
676347  Adjutant-General's  Office, 

Washington, ,  188  . 

Respectfully  returned  to  the  Commissioner  of  Pensions. 

Thomas Taylor,  a  private  of  Company  I,  leist  Regiment  Ohio  Volunteers,  was  enrolled  on 

the  2(1  day  of  May,  18t>4.  at  Findlay,  Ohio  (100  days),  and  is  reported  on  muster-out  roll,  dated  Camp 
Chase,  Oliio,  Sept.  2,  1864,  "sick  at  U.  S.  Gen.  Hospital,  Frederick,  Md."    Muster  and  muster-out 
roll  only  on  file.    Reg'l  returns  for  May  and  July,  1864  (only  on  file),  do  not  report  him  absent.    Co. 
returns  not  on  file.    Reg'l  hospital  records  not  on  file. 
Name  also  borne  as  Thomas  W.  Taylor. 

R.  C.  Drum, 

Adjutant-General. 
By 
Th.  I.  S. 

(2.) 
C.  3-019. 

From  the  foregoing  it  appears  that  the  Commissioner  of  Pensions  wrote  to  the  Adju- 
tant-General for  a  report  in  the  case  on  December  1, 1888,  but  the  letter  was  not  received 
in  the  Adjutant-General's  Office  until  December  4,  1888,  a  delay  of  three  days.  The 
case  was  undergoing  search  in  the  Adjutant-General's  Office  until  December  21,  1888 — 
seventeen  days — when  it  was  sent  to  the  Second  Auditor  of  the  Treasury  for  informa- 
tion. Twenty-eight  days  thereafter — January  18,  1889— the  Second  Auditor  wrote  to 
the  Paymaster-General  for  information,  but  the  letter  was  not  received  in  his  office  until 
January  21,  1889 — a  delay  of  three  days — and  was  answered  on  the  day  of  its  receipt, 
the  answer  having  been  received  in  the  Second  Auditor's  Office  on  the  following  day — 
January  22,  1889.  The  case  was  returned  by  the  Second  Auditor  to  the  Adjutant-Gen- 
eral by  indorsement  dated  January  26,  1889,  the  latter  date  being  thirty-six  days  subse- 
quent to  that  on  which  the  case  was  sent  to  the  Auditor.  A  notation  on  the  case  shows 
it  to  have  been  received  back  in  the  office  of  the  Adj  utant-General  January  31, 1889.  It  is 
hardly  supposable  that  an  interval  of  four  days — or  five  days  including  either  the  date  of  the 
indorsement  or  that  of  the  notation  mentioned — could  have  been  consumed  in  the  trans- 
mission of  the  case  between  the  two  offices,  and  as  the  mail  coming  into  the  Adjutant- 
General's  Office  is  opened  by  the  clerk  in  charge  of  the  mail-room,  from  which  it  is  taken 
by  messengers  at  irregular  intervals  to  the  divisions  to  which  it  respectively  pertains, 
and  is  not  stamped  to  show  the  date  of  its  receipt  until  after  it  reaches  the  division  to 
which  it  belongs,  it  is  thought  probable  that  the  case  may  in  fact  have  been  received 
into  the  office  prior  to  the  date  given  in  the  notation,  and  this  may  be  true  of  the  other 
delays  in  transmission  mentioned.  On  February  2,  1889,  seven  days  subsequent  to  its 
return  as  per  the  indorsement  of  the  Second  Auditor,  the  case  was  returned  by  the  Ad- 
jutant-General to  the  Surgeon-General,  but  did  not  reach  the  office  of  the  latter  until 


116 

February  5,  1889— a  delay  of  three  days.  Two  days  thereafter — February  7,  1889 — the 
Surgeon-General  returned  the  case  to  the  Adjutant-General,  where  its  record  was  com- 
pleted and  made  ready  to  send  to  the  Commissioner  of  Pensions  February  14,  1889. 

The  advantages  of  the  half-hourly  messenger  service,  which  was  put  in  operation  the 
1st  instant,  has  already  been  clearly  demonstrated  in  the  division  of  requisitions  and  ac- 
counts, oflfice  of  the  Secretary  of  War.  Under  the  former  system,  while  a  paper  received 
one  day  may  have  been  sent  out  the  same  day,  it  would  not  have  come  back,  unless  made 
* '  special, ' '  the  same  day.  Now  a  settlement  certificate  is  received,  charged  out,  returned, 
the  requisition  is  prepared,  signed,  entered,  and  sent  to  the  Treasury  on  the  same  day, 
and  this  rapidity  of  movement  is  had  without  the  least  inconvenience. 

METHODS  OF  GOVERNMENT  DEPAETMENTS  AND  COMMERCIAL  ESTABLISHMENTS. 

It  now  becomes  proper  to  state  the  method  adopted  by  the  board  in  its  investigation 
of  this  subject.  Having  a  practical  knowledge  of  the  business  of  the  Department  and 
the  manner  of  keeping  the  records,  it  was  deemed  essential  in  the  first  place  to  ascertain 
the  methods  of  business  relating  to  correspondence  adopted  by  large  corporations  and 
commercial  establishments.  Accordingly,  with  the  sanction  of  the  Secretary  of  War, 
the  board,  on  December  14  last,  proceeded  to  Philadelphia,  New  York,  and  Boston,  and 
vLsited  the  offices  of  the  Pennsylvania  Railroad  Company,  Philadelphia;  the  agent  in 
Philadelphia  of  the  New  York  Mutual  Life  Insurance  Company;  the  Southern  Pacilic 
Railroad  Company,  New  York  City;  the  Equitable  Life  Assurance  Society,  New  York 
City;  the  Mutual  Reserve  Fund  Life  Association,  New  York  City;  the  Metropolitan  Life 
Insurance  Company,  New  York  City;  the  New  England  Mutual  Life  Insurance  Com- 
pany, Boston,  and  the  establishments  of  Messrs.  W.  &  J.  Sloane  and  Edwin  S.  Greely, 
of  New  York  City,  and  John  Wanamaker,  of  Philadelphia.  On  December  24  the  board 
returned,  having  been  afforded  every  facility  to  accomplish  the  object  in  view.  As  the 
work  of  the  Department  would  not  admit  of  a  prolonged  absence  the  investigation  was 
confined  to  the  system  adopted  by  the  companies  named,  of  receiving,  listing,  answering, 
and  filing  correspondence.  It  was  found  to  difier  greatly  from  that  adopted  by  this  De- 
partment. 

In  corporations  and  commercial  establishments  correspondence  is  acted  upon  and  an- 
swered before  any  record  is  made  of  it.  In  Government  offices  the  reverse  is  the  rule. 
In  the  one  case  delay  is  of  rare  occurrence,  in  the  other  there  is  more  or  less  delay  in 
many  cases.     The  cause  is  due  to  the  essential  difference  in  the  business. 

The  principal  business  of  corporations  and  commercial  establishments  is  that  for  which 
they  are  organized,  viz. ,  the  transportation  of  freight  and  passengers,  the  insurance  of 
lives,  the  buying  and  selling  of  goods,  etc. ;  the  incidental  business  is  correspondence 
which  relates  almost  entirely  to  current  business  and  is  at  once  disposed  of;  such  corre- 
spondence rarely  requires  an  examination  of  old  records  before  it  can  be  answered. 
While  the  correspondence  is  perhaps  of  equal  or  greater  volume,  the  commercial  house 
has  little  or  no  occasion  to  refer  to  any  of  its  files  of  letters  received  or  sent  after  the 
business  matters  involved  have  been  brought  to  a  conclusion.  The  business  of  the  War 
Department  is  transacted  to  a  great  extent  by  correspondence,  and  except  where  the 
matter  is  purely  routine  an  examination  of  records  or  a  report  from  some  official  is  re- 
quired before  a  satisfactory  answer  can  be  made.  This  correspondence  constitutes  the 
actual  stock  or  matter  of  business  of  the  Department  in  its  dealings  with  creditors  and 
claimants  for  all  time.  There  is  no  general  statute  of  limitations  affecting  Government 
claims,  so  such  claims,  with  a  few  exceptions,  must  be  considered  without  regard  to 
their  antiquity;  and  even  the  cases  which  have  been  specially  barred  by  law  are  liable  to 
be  called  up  by  means  of  a  petition  to  Congress,  praying  for  relief. 

The  following  table  shows  the  contrast,  in  some  particulars,  between  the  two  methods 
of  business: 


In  pHvate  eslablishments. 


In  Government  offices. 


Same. 

Envelopes  not  retained. 


Correspondence  is  opened  as  soon  as  received. 

Envelopes  retained  for  a  stated  period,  aver- 
aging forty-eight  hours. 

In  some  oflices  a  running  list,  by  name  only,  '  Each  "  letter  received"  is  briefed  on  the  back, 
is  made  each  day,  and  letters  at  once  distributed  ,  which  brief  is  entered  in  a  book;  known  as  the 
to  the  proper  departments  for  action.  The  ac-  '  "  I^etters-received  book,"  numl>ered,  and  the 
tion  is  noted  on  tlie  letter,  which  is  sent  back  to  j  name  of  the  writer,  and  all  proper  names  in  the 
the  clerk  to  answer  and  file.  Prior  to  filing  a  i  letter,  as  also  the  subject,  are  carefully  iiulexed. 
li.st  is  made,  by  date  only,  of  each  letter,  showing  When  this  is  done  the  letters  are  distrilmteil  to 
name,  subject,  and  answer.  This  never  exceeds  I  the  proper  ofllcials  for  action.  Important  letters 
one  line.  Each  line  is  numl>ered,  and  the  corre-  j  are  given  the  preference  in  entry,  etc.  The  ao- 
sponding  number  only  is  placed  on  back  of  let-  i  tion  on  papers  is  either  l>y  indorsement  or  let- 
ter. The  lettersare  filed  away  in  even  hundreds  ter.  An  indorsement  is  noted  in  the  book  of 
for  ready  reference.  The  answers,  or  "letters  I  "letters  received,"  in  the  appropriate  column, 
sent,"  are  press-copied   only  and  indexed  by  I  opposite  the  entry  of  the  letter.or  if  long  recorded 


117 

name.  Many  houses  use  the  indexed  letter  file-  I  in  the  book  of  "letters  sent."  Letters  sent  are 
cabinets,  Cameron,  Aniherg  «fe  Co.  (or  similar  I  press-copied,  these  are  copied  into  a  permanent 
books),  for  filing  away  letters.  Imok  of  "  letters  sent,"  and  the  press-copies  filed 

with  the  papers.     A  list  of  letters  received  and 
sent  which  are  not  recorded  has  already  been 
given  on  pages  6  to  28. 
This  is  rarely  done. 


When  a  letter  can  not  be  answered  at  once  its 
receipt  is  acknowledged. 

Correspondence,  as  far  as  it  can  be  controlled, 
is  confined  to  one  subject. 


No  rule  on  the  subject,  but  one  recommended 
in  paper  on  "Administi-ation."  See  Appendix 
No.  8. 


In  addition  it  may  be  said  that  competition  in  trade,  the  personal  interest  of  pro- 
prietors, the  present  or  prospective  interest  of  superintendents  and  heads  of  Departments, 
and  the  direct  control  and  discharge  of  employes,  which  gives  greater  moral  force  to  a 
caution  or%  reprimand,  explain  in  part  the  cause  of  the  difference  between  the  business 
methods  of  commercial  establishments  and  the  Government  Departments. 

NECESSITY    OF    RECORDING    IMPORTANT    PAPERS — DUPLICATION    OF    ENTRIES  TO  BE 

AVOIDED. 

If  all  letters  were  filed  in  the  ofl&ce  where  received,  a  mere  inde.K  of  names  and  a  bare 
statement  of  the  subject  would  be  sufficient  to  enable  the  searcher  to  find  the  letter  it- 
self. But  all  the  letters  are  not  filed;  many  are  returned  or  referred  with  orders,  reports, 
information,  or  expressions  of  opinion  indorsed  thereon,  and  do  not  come  back.  The 
practice  of  indorsing  orders,  etc.,  on  letters  is  old  and  expedites  business;  it  saves  let- 
ter writing,  and  at  times  the  copying  of  the  letter  on  which  the  indorsement  is  placed. 
Letters  so  indorsed  are  often  of  great  importance.  It  eventually  becomes  necessary  to 
refer  to  one  or  more  of  them  in  a  case  involving  a  similar  principle  or  which  pertains  to 
or  is  a  continuation  of  the  same  subject.  In  the  absence  of  the  papers  the  entry  on  the 
book  of  letters  received  is  the  next  best  evidence;  it  contains  a  statement  in  the  nature 
of  a  syllabus  of  the  contents  of  the  paper  desired,  and  also  of  the  date  of  receipt,  the 
action  thereon  if  by  indorsement,  or  the  page  of  the  letter- book  if  a  letter  was  written. 

It  is  evident  that  it  takes  considerable  time  to  do  this  properly,  and  when  there  is  a 
large  correspondence,  many  clerks — clerks  to  receive  the  mail,  to  brief,  enter,  and  index 
it,  to  make  notations  and  searches,  and  to  file  away  papers.  In  many  of  the  oflices  the 
correspondence  is  large,  and  to  keep  trace  of  it  it  is  entered  before  it  is  acted  upon.  This 
is  a  delay  at  the  inception  which  is  most  marked,  especially  in  cases  which  it  is  known  are 
pending  and  require  immediate  action.  So  it  is  the  rule  to  make  such  cases  * '  special, ' ' 
and  hurry  them  through  the  record  books  ahead  of  the  other  mail.  Again,  when  an 
important  paper  is  acted  upon  by  indorsement,  of  course  it  should  go  out  at  once,  but 
the  inevitable  delay  of  recording  again  occurs.  To  reduce  this  to  the  lowest  limit  it  is 
again  made  special  and  sometimes  the  indorsement  is  dictated  to  a  stenographer  so  the 
record  may  be  made  on  the  books  while  the  paper  goes  on  its  way. 

Short  methods  are  adopted  consistent  with  a  record  that  shall  be  of  value  for  future 
reference.  But  is  such  a  record  necessary  in  all  cases?  Not  by  any  means.  Only  im- 
portant papers  should  be  recorded.  But  the  practical  difficulty  of  deciding  this  question 
has  led  to  the  entering  of  many  letters  received,  the  recording  of  many  letters  sent,  and 
indorsements  which  are  not  important.  To  meet  the  difficulty  in  part,  lists  have  been 
prepared  in  the  several  offices  of  classes  of  correspondence  which  should  not  be  recorded. 
These  lists  are  given  on  pages  92  to  98  of  this  report. 

Important  ' '  letters  sent ' '  are  recorded  in  permanent  books,  because  there  is  no  copy- 
ing ink  in  use  which  is  permanent  for  the  purposes  of  the  Government.  Press-copies 
are  good  for  many  years — ten,  twenty,  thirty  perhaps — but  they  begin  to  change  color 
after  a  few  years,  and  some  soon  fade  so  as  to  be  illegible,  while  it  may  be  necessary  to  con- 
sult a  record  after  the  lapse  of  one  hundred  years.  An  ink  that  will  last  for  an  indefi- 
nite period  is  therefore  required  for  governmental  use.  Another  reason  is  that,  if  press- 
copy  books  alone  were  used,  they  would  soon  become  dilapidated  by  constant  use. 

Further,  the  press-copy  of  the  reply  to  a  letter  is  filed  with  the  letter,  thus  making 
the  case  as  filed  complete  in  itself.  This  practice  is  a  great  convenience  when  a  case  is 
being  made  up  from  the  papers  themselves,  especially  when  they  are  numerous,  and 
saves  the  time  which  would  otherwise  be  required  to  consult  the  records.  If  press-copies 
were  not  recorded,  they  must  be  kept  in  books  and  indexed,  then  in  making  up  a  case 
it  would  be  necessary  to  search  the  records  for  replies  to  letters,  to  make  notes  of  the  re- 
plies, and  it  would  often  be  necessary  to  extend  the  search  to  other  offices  of  the  Depart- 
ment, where  action  had  been  communicated  by  letter.  This  is  saved  by  the  present 
system  of  recording  letters  and  filing  the  press-copies  with  the  proper  papers. 

This  elaborate  system  of  recording  has  been  in  use  for  many  years.  It  works  smoothly 
but  slowly;  slow  at  first,  but  it  undoubtedly  saves  much  time  when  it  becomes  neces- 
sary to  refer  to  previous  papers.     It  takes  but  a  comparatively  short  time  to  say  defi- 


118 

nitely  whether  a  paper  has  been  filed  in  any  of  the  offices  of  the  War  Department,  s:;y 
within  the  past  twenty  years.  In  the  office  of  the  Secretary  it  can  generally  be  told  in 
from  one-half  to  three-quarters  of  an  hour. 

The  following  is  the  result  of  an  actual  test  made  on  the  17th  of  January :  Search  was 
made  from  January  1,  lb68,  to  January  1,  1889,  for  the  name  J.  T.  Smith  or  Joshua 
T.  Smith.  The  name  was  found  once  in  1870,  once  in  1882,  once  in  1883,  twice  in  1884, 
once  in  1885,  once  in  1886,  and  once  in  1887-     The  time  occupied  was  fifty  minutes. 

The  name  Harry  Barton  was  searched  for  from  16G8  to  1889,  inclusive.  It  was  found 
once  in  1883  and  twice  in  1888.  Time  consumed  in  making  the  search,  twenty-three 
minutes. 

The  name  Horace  Williams  was  searched  for  from  1868  to  1888,  inclusive,  and  not  found. 
Time  consumed  in  search,  forty  minutes. 

But  with  this  system  there  is  undoubtedly  a  duplication  of  entries.  A  papet  addressed 
to  the  Secretary  of  War  is  entered  in  his  office;  if  referred  to  the  Adjutant-General  it  is 
entered  in  his  office;  and  so  it  is  entered  in  any  office  to  which  it  is  referred.  This  du- 
plication of  entries  will  be  remedied  to  a  great  extentjby  the  order  issued  on  the  13th  in- 
stant on  the  subject  of  "Administration. "  As  all  the  offices  and  bureaus  are  now  in  one 
building  (except  the  Signal  Office)  the  records  are  easily  accessible,  consequently  the 
original  entry  of  a  paper  should  be  sufficient  for  all  purposes.  When  a  paper  is  referred 
to  another  office  the  action  there  taken  can,  if  necessary,  be  noted,  and  the  notation 
should  show  the  action  taken,  followed  by  the  office-mark  of  the  paper  where  it  was  first 
recorded;  then  when  the  paper  is  needed  it  can  be  obtained  from  the  office  where  it  is 
filed. 

If  this  rule  is  adopted  can  a  particular  paper  be  found  on  which  action  was  indorsed  ? 
Yes,  (1)  if  the  indorsement  sets  forth  the  names  of  persons  and  things,  or  the  sub- 
jects concerned,  sufficiently  for  indexing  purposes;  (2)  if  it  does  not  and  important 
action  on  many  papers  is  simply  indicated  by  the  word  "approved"  or  "recom- 
mended," etc.,  the  paper  in  such  a  case  can  be  found  by  indexing  from  the  paper  itself, 
as  is  now  done  in  most  cases,  and  by  inserting  in  the  index  the  number  of  the  paper  as 
shown  by  the  office-mark  where  the  paper  was  first  entered,  it  being  assumed  that  that 
office  has  jurisdiction  of  the  subject-matter.  This  will  also  apply  to  cases  where  the  ac- 
tion is  communicated  by  letter  instead  of  by  indorsement. 

Of  course  the  index  will  only  point  to  the  paper,  and  to  ascertain  the  action  taken  in 
the  second  class  of  cases  mentioned  above  it  will  be  necessary  to  send  for  the  papers,  but 
this  is  only  a  few  steps  farther  for  the  messenger  than  he  takes  at  present.  It  is  a  per- 
tinent question  whether  it  is  necessary  to  even  index  the  second  class  of  cases,  or  to  re- 
cord and  index  many  of  the  first  class  in  any  office  other  than  where  the  paper  is  first 
recorded.  It  is  true  the  action  may  be  important  in  itself,  but  unless  it  forms  a  prece- 
dent fof  action  in  other  cases,  one  record  is  sufficient  for  reference.  The  subject  of  prece- 
dents and  their  notation  will  be  considered  under  the  heading  "card  index  of  decis- 
ions or  precedents. ' '  The  present  system  would  be  too  slow  for  a  time  of  war,  when 
things  must  be  done  in  a  hurry,  and  therefore  a  system  applicable  to  all  times  should  be 
adopted. 

EECEIPT  OF  MAIL— FIRST  ACTION  ON. 

If  the  clerk  in  charge  of  any  record  division  is  not  present  at  9  o'clock  or  any  other 
time  when  mail  is  received  the  mail  should  not  be  delayed  on  that  account;  nor  should 
it  be  delayed  when  he  is  present  to  enable  him  to  read  it.  At  9  o'clock,  and  whenever 
received,  a  sufficient  number  of  clerks  in  the  several  record  divisions  should  be  required 
to  suspend  all  other  business  and  open  the  mail.  As  each  clerk  reads  a  letter  he  should 
underscore  in  blue  pencil  all  names  of  persons  and  of  things  written  about,  unless  it 
should  include  a  list  of  persons  or  things,  when  the  underscoring  may  be  omitted.  He 
should  also  draw  a  line  in  blue  pencil  along  the  margin  of  the  letter  where  the  subject 
is  stated  or  a  question  is  asked.  This  will  take  but  little  more  time  than  it  does  to 
read  the  letter  and  will  be  facilitated  if  the  subject  of  correspondence  is  indicated  by 
the  writer  at  the  upper  left-hand  corner  of  the  first  page  of  the  letter  or  report,  as  rec- 
ommended by  the  board  in  the  report  upon  "Administration."  The  letters  pertaining 
to  the  business  of  the  office  should  then  be  separated  from  those  that  pertain  to  the 
business  of  other  offices.  Those  pertaining  to  the  business  of  other  offices  should  be 
noted  on  the  brief  cards  hereafter  recommended  if  chiefs  of  bureaus  deem  it  necessary 
to  keep  trace  of  such  papers.  This  mail  should  then  be  marked  with  the  initials  of 
the  office  to  which  it  pertains,  the  clerks  being  guided  in  this  respect  by  the  lists  to  be 
published  showing  the  jurisdiction  of  each  office,  and  the  mail  being  then  handed  to 
the  chief  of  the  division,  section,  or  room,  he  or  the  person  acting  for  him  should  at 
once  send  it  to  the  proper  offices.  This  should  all  be  completed  within  half  an  hour 
after  receipt  of  the  mail,  and  then  the  papers 'which  pertain  to  the  business  of  the  office 
should  be  taken  up,  briefed,  and  entered,  except  the  classes  of  letters  heretofore  noted, 
which  it  is  recommended  be  not  entered. 


119 

The  briefers  ahould  note  on  each  paper  in  lead  pencil  the  name  of  the  official  in  the 
office  to  whom  it  is  to  be  sent  for  action,  being  guided  by  a  list  which  should  be  pre- 
pared in  each  office  or  bureau  showing  the  class  of  work  each  offitnal  acts  on.  As  fast  as 
entered,  and  not  exceeding  intervals  of  one-half  an  hour,  the  mail  should  be  handed  to 
the  chief  of  the  division,  section,  or  room,  in  order  that  he  may  read  the  briefs  and  in- 
form himself  of  the  nature  of  the  communications  passing  through  his  office;  having 
done  this  he  should  at  once  send  them  to  their  destination. 

None  of  these  suggestions,  of  course,  to  interfere  with  special  cases,  but  if  this  course 
is  thoroughly  carried  out  all  will  go  through  with  the  rapidity  of  special  cases. 

BRIEFING  AND   INDEXING. 

The  rules  for  briefing  contained  in  the  instructions  should  be  carefully  followed.  The 
tendency  is  to  make  them  too  long  by  the  use  of  superfluous  words  and  reference  to 
immaterial  matters.  The  subject  should  be  stated  in  the  fewest  possible  words,  so  as 
to  show  in  the  absence  of  the  paper  what  in  particular  was  written  about,  bearing  in 
mind  that  it  is  generally  necessary  to  read  the  paper  before  it  can  be  finally  acted  upon. 
The  brief  enables  the  paper  to  be  "passed  rapidly  from  one  to  another  until  it  reaches  the 
authority  competent  to  decide.  The  attention  of  the  board  has  been  called  to  some 
briefs  which  are  in  fact  longer  than  the  letter. 

The  principal  subject  should  be  indexed  so  as  to  clearly  indicate  the  paper  sought. 
With  the  adoption  of  the  card-index  in  lieu  of  letters-received  books,  the  brief,  reply, 
notations,  and  all  about  the  paper  will  be  written  on  a  card,  having  the  principal  sub- 
ject written  at  the  top,  and  under  that  title  it  will  be  filed.  The  principal  subject  is 
the  word  or  words  finally  remembered,  as  "Bridge "  when  a  particular  bridge  is  forgot- 
ten, "Absence"  instead  of  "leave  of  absence,"  "Subsistence  supplies"  or  "Transporta- 
tion" instead  of  particular  articles,  the  articles  following  the  title  of  principal  subject, 
thus:  "Subsistence  supplies — pork,"  "Transportation — wagons;"  such  cards  will  fall 
into  the  appropriate  subdivisions  of  the  principal  subjects,  and  all  papers  about  sub- 
sistence supplies  or  transportation  will  come  together,  the  subdivisions  following  in 
alphabetical  order,  as  also  the  cards  of  each  subdivision.  Thus,  if  Jones  writes  about 
wagons  the  card  will  be  found  in  its  proper  alphabetical  place  of  the  sub-division  ' '  wag- 
ons" of  the  subject  or  division  "Transportation."  To  know  that  one  should  look  for 
Jones'  letter  about  wagons  under  "Transportation."  Let  rules  be  prepared  and  printed 
for  the  guidance  of  those  who  make  the  cards  and  those  who  file  them,  showing  in  two 
columns  lists  of  principal  subjects  and  their  subdivisions  (see  Exhibit  C) ;  thus,  if  a 
letter  about  the  "Eastern  Branch  Bridge,  Potomac  River,"  is  looked  for,  instead  of 
turning  to  the  letter  "  E  "  in  the  file-boxes  he  will  know  by  the  rules  that  all  bridges 
are  filed  under  the  word  "Bridge,"  and  turning  to  "E"  of  bridge  he  will  find  the 
card.  This  system  will  save  indexing  subjects  under  many  heads.  Under  the  present 
system  the  bridge  supposed  would  be  indexed  under  "Bridge,"  "Eastern  Branch," 
and  "Potomac  Kiver,"  and  probably  "Chief  of  Engineers,"  as  the  business  pertains  to 
his  office.  One  subject  will  generally  be  enough,  proper  names  being  indexed  on  sep- 
arate cards  with  reference  to  the  "principal  subject"  and  filed  by  themselves  alphabet- 
ically as  cross-reference  cards. 

CONSOLIDATION  OF  RECORD  DIVISIONS. 

It  has  been  suggested  that  the  records  of  "  letters  received  "  and  "  letters  sent"  in 
each  bureau  be  consolidated  into  one  general  record  and  file  division,  thus  saving  labor 
and  simplifying  the  work,  while  classification  and  distribution  lead  to  complication  and 
duplication. 

It  is  true  that  less  clerks  can  do  this  work  in  one  division  than  if  it  is  in  several,  and 
when  practicable  there  should  be  but  one  record  division  in  a  bureau.  To  facilitate  the 
work  of  those  who  act  on  cases,  or  prepare  them  for  action,  it  is  considered  important 
that  they  should  be  near  the  record,  and  if  classified  the  record  is  thought  to  be  more 
accessible. 

It  was  the  object  of  the  board  which  compiled  the  1870  instructions  to  have  but  one 
record  and  file-room  in  each  bureau,  but  in  practice  several  have  been  authorized  in 
some  of  the  bureaus.  In  any  event  duplication  of  entries  should  be  avoided  and  record  divis- 
ions should  not  be  multiplied  in  any  bureau  except  after  careful  investigation,  and  for  impera- 
tive reasons,  and  only  when  approved  by  the  Secretary  of  War. 

It  should  be  borne  in  mind  that  several  record  divisions  in  one  bureau  tend  to  con- 
fusion, unless  the  subdivisions  are  natural  and  the  boundaries  plainly  and  definitely 
marked.  Vagueness  in  any  respect  causes  uncertainty  where  to  search  for  papers,  and 
much  loss  of  time. 

In  view  of  the  great  number  of  record  books  in  the  Department,  it  is  evident  that  a 
preface  or  introduction  is  necessary  in  many  of  them  to  show  the  purpose  they  were  in- 


120 

tended  to  serve,  for  public  records  ought  not  to  need  the  skill  of  experts  or  the  memory 
of  officials  to  understand  them.  A  copy  of  one  such  introduction,  kindly  furnished  by 
the  chief  clerk  of  the  Surgeon  General's  Office,  is  here  given  more  as  a  suggestion  of  the 
need  of  such  an  introduction  than  as  a  particular  form  to  be  followed: 

"This  book  was  made  up  in  1885,  and  was  intended  to  contain,  as  far  as  could  be  ascer- 
tained, the  names  of  all  persons  and  quasi-persons  paid  by  medical  disbursing  officers, 
beginning  with  July  1,  1802,  and  ending  with  Abstract  Books  18,  19  and  '20.  The  sev- 
eral accounts  in  these  are  brought  down  to  very  different  dates;  some  no  farther  than 
April  30,  1807,  and  others  as  far  as  July,  1874. 

"The  books  referred  to  are  an  old  ledger,  lettered  G,  commencing  July,  1862,  and 
Abstract  Books  2  and  4  to  20,  inclusive.  There  never  was  any  Abstract  Book  1  or  3. 
Formerly  these  abstracts  were  made  on  loose  sheets  and  then  copied  in  the  ledger.  The 
books  were  made  to  save  this  double  writing.  When  they  were  ordered  it  was  thought 
there  would  be  loose  sheets  enough  to  make  three  thin  volumes,  and' so  they  were  num- 
bered from  4  upwards.  When  the  books  came  from  the  binder  those  loose  sheets  that 
were  of  nearly  uniform  size  were  bound  into  one  thick  volume  numbered  2.  The  re- 
mainder of  the  papers,  which  were  of  various  sizes  and  patterns,  were  copied  into 
Ledger  G. 

"  As  several  persons  may  have  the  same  name,  and  on  the  other  hand  the  same  per- 
son may  recur  in  several  places,  fulfilling  different  functions,  no  attempt  has  been  made 
to  separate  them.  On  the  general  roll  of  artificial  limbs  eleven  men  bear  the  simple 
name  of  John  Smith,  while  in  the  books  here  indexed  the  name  occurs  thirty-six  times. 
How  many  persons  it  represents  is  unknown.  The  reason  for  not  attempting  to  discrim- 
inate is  that  but  a  small  percentage  will  ever  be  inquired  for,  and  when  they  are  wanted 
it  will  be  as  easy  to  separate  them  as  now.  The  labor  will  thus  be  saved  of  analyzing 
names  that  will  never  be  called  for. 

"Although  considerable  pains  have  been  taken,  many  names  are  no  doubt  incorrect. 
They  were  at  first  taken  down  hurriedly  on  pay-rolls  by  clerks  who  caught  them  by  ear 
as  best  they  could,  and  did  not  always  write  them  in  a  very  legible  manner." 

SUGGESTIONS  OF  THE  CHIEF  SIGNAL  OFFICER. 

The  Chief  Signal  Officer  recommends  the  following  as  improved  business  methods  for 
the  War  Department: 

* '  Letters  received  should  be  marked  with  a  dated  receiving-stamp,  and  numbered  con- 
secutively. The  letters -received  book  should  be  dispensed  with  as  an  unnecessary 
elaboration,  which  is  kept  up  by  no  business  man  in  the  world.  The  consecutive  num- 
bering of  letters  received  and  very  full  index  books  of  names,  places,  and  subjects  (which 
are  now  kept)  are  sufficient  for  practical  purposes.  Not  more  than  one  letter  out  of  a 
hundred  in  this  office  is  ever  consulted  after  once  going  to  the  files,  and  not  more  than 
one  in  five  hundred  quits  the  office  files.  When  letters  leave  the  office  a  concise  sum- 
mary of  the  contents  should  be  retained  for  file  in  place  of  the  letter  sent  out.  The 
adoption  of  this  plan  would  be  worth  three  clerks  to  this  office,  and  allow  that  reduction 
in  force  another  year.  If,  however,  letters  must  be  briefed,  press-copies  instead  of  written 
copies  of  the  brief  should  be  adopted,  and  for  the  letters-received  book  a  complete  index 
of  briefs  be  substituted.  Whenever  the  number  of  communications  on  any  subject  is 
sufficiently  large  to  justify  it  there  should  be  a  separate  series  of  numbers,  and  a  letters- 
received  book  or  index  for  each  class  alone,  thus  obviating  the  necessity  of  recording  or 
indexing  the  subject. 

^^ Letters  sent. — Press-copies  only  should  be  made,  and  in  case  of  indorsements  press- 
copies  on  loose  sheets  should  be  placed  in  the  files  of  the  letters  received.  Separate 
books  should  be  kept  for  separate  classes  of  subjects  whenever  the  number  of  communi- 
cations on  any  subject  is  large  enough  to  j  ustify  it.  As  I'ar  as  pr^cticjible,  skeleton  letter- 
forms,  in  copying-ink,  should  be  used,  thus  reducing  to  a  minimum  the  amount  of  pen- 
work.  Letters  sent,  based  on  letters  received,  should  be  filed  with  letters  received,  so 
that  the  copy  of  the  action  and  the  communication  would  be  together." 

From  the  foregoing  it  appears  that  not  one  letter  in  a  hundred  in  the  Signal  Office  is 
consulted  after  it  is  filed,  and  not  one  in  five  hundred  quits  the  office  files.  Under  these 
circumstances  it  is  evident  that  the  business  is  entirely  current,  and  when  disposed  of  is 
rarely,  if  ever,  referred  to.  This  statement  of  facts  is  like  the  hypothetical  case  stated 
on  page  117,  as  follows:  "If  all  letters  were  filed  in  the  office  where  received,  a  mere  in- 
dex of  names  and  a  bare  statement  of  the  subject  would  be  sufficient  to  enable  the 
searcher  to  find  the  letter  itself  "  As,  therefore,  all  letters  are  filed  in  the  Signal  Office, 
except  one  in  five  hundred,  no  objection  is  seen  to  the  adoption  in  that  office  of  the  sys- 
tem proposed  by  the  Chief  Signal  Officer. 

But  a  very  different  state  of  facts  exists  in  other  bureaus,  and  the  system  should  not 
be  adopted  elsewhere,  at  least  for  the  present.     It  is  a  radical  change  from  the  system 


121 

in  use  and  will  lead  to  confusion,  if  adopted,  while  the  changes  here  recommended  are 
being  put  into  operation. 

CARD-INDEX   BRIEFS. 


With  reference  to  that  portion  of  the  mail  which  is  addressed  to  the  Secretary  of  War, 
hut  to  answer  which  it  is  necessary  to  obtain  information  or  an  expression  of  opinion 
from  another  office  of  the  Department,  it  is  recommended  that  the  following  course  be 
pursued:  Let  such  mail  be  immediately  separated  from  the  rest  and  handed  to  a  suffi- 
cient numberof  clerks  to  make  card-index  briefs  of  it,  the  entire  time  occupied  noi  to 
exceed  half  an  hour;  the  cards  to  be  in  size,  8  inches  long  by  'S\  inches  wide,  as  follows: 


[Face  of  card.] 


Letters  Received 

Office  Secretary  of  War 

on 

Business  pertaining  to  bureaus. 


Date- 


From- 


—[Placel- 
_[Date]- 
[Writer]- 


Subject- 


No.of  inclosures 
Received M 


Sent  same  date 


-Mto- 


Acknoivledged  same  date- 
Reed,  back — '. — M 


M- 


Bureau  office  mark- 
Action 


Prepared  by- 


-[Signature  of  clerk.  ] 


[Reverse  of  card.] 


Letters  received  at  the  office  of  the  Secre- 
tary of  War  pertaining  to  bureaus  will  be 
entered  on  brief  cards  and  the  letters  sent  to 
the  proper  bureaus.  Such  letters  to  remain 
in  the  office  of  the  Secretary  not  to  exceed 
one-half  hour. 

Letters  of  acknowledgement  on  blank 
forms  to  be  filled  out  from  these  cards  after 
the  letters  are  sent  to  the  bureaus,  and  mailed 
on  day  of  receipt  of  letters. 

Brief  cards  to  be  filed  alphabetically  by 
surname. 

No  other  entry  to  be  made,  and  no  marks 
to  be  placed  on  such  letters  or  inclosures, 
except  office  date  of  receipt  and  name  of  of- 
fice to  which  it  pertains  and  numberof  in- 
closures, these  to  be  placed  on  first  page  of 
each  letter. 


*  First  tliree  letters  of  surname. 

The  letters  to  whichthis  would  apply  in  the  Secretary's  office  are  those  from  Senators, 
members  of  Congress,  and  others,  to  which  he  is  expected  to  reply;  but  to  do  so  he  must 
first  obtain  a  report  from  some  source  outside  of  his  own  office. 

A  subject  index  of  these  cards  will  not  be  ueeded.  Subjects  are  usually  called  for  by 
those  who  do  not  remember  the  name  of  the  writer,  but  in  the  office  where  the  cards  are 


122 

made  the  papers  will  generally  be  seen  only  by  the  clerks  who  make  the  cards,  hence  in 
that  olfice  subjects  will  not  be  called  for  of  such  papers,  and  they  can  only  be  called  up 
by  the  writers. 

The  object  of  the  brief  card,  as  will  be  seen,  is  to  get  the  paper  under  action  at  once, 
so  that  the  reply  will  be  delayed  as  little  as  possible,  and  also  to  enable  the  letter  to  be 
traced,  if  necessary.  When  a  paper  of  this  class  is  returned  to  the  office  of  the  Secre- 
tary, if  of  sufficient  importance,  it  may  be  entered  on  the  book  of  letters  received,  or 
on  the  permanent  record  card,  if  the  recommendation  under  the  head  of  "Card  Index"  is 
approved,  and  the  brief  card  destroyed,  having  served  its  purpose;  all  papers  finally  to 
be  sent  or  returned  for  file  to  the  chief  of  the  bureau  having  jurisdiction  of  the  subject 
treated  of,  as  proposed  in  the  report  upon  ''Administration."  Many  cases  must  be  re- 
turned to  the  Secretary  of  War,  because  court-esy  demands  that  he  should  reply  to  the 
writer,  but  which  are  not  of  sufficient  importance  to  warrant  a  permanent  record.  In 
such  cases  the  fact  of  final  reply  should  be  noted  on  the  proper  brief  card  and  the  letter 
and  press-copy  of  reply  filed  in  the  office  furnishing  the  information.  In  case  a  letter 
received  is  not  entered  on  the  permanent  record,  and  it  is  decided  to  record  the  reply, 
the  record  of  the  letter  on  a  record  card  will,  in  most  cases,  be  sufficient,  especially  if 
the  bureau  office-mark  of  the  paper  is  noted  thereon,  and  then  the  paper  can  be  sent  for 
when  needed.  This  applies  with  equal  force  to  indorsements.  See  remarks  on  this  sub- 
ject under  the  heading  "Duplication  of  entries." 

In  the  bureaus  of  the  Department  a  record  of  papers  of  merely  transient  importance 
can  also  be  kept  on  brief  cards,  which  need  not  be  entered  on  the  permanent  records  of 
the  office. 

ACKNOWLEDGMENTS. 

(1)  When  the  reply  to  a  letter  will  be  delayed  for  a  short  time;  (2)  when  a  letter  is 
sent  elsewhere  for  report  before  it  can  be  answered;  (3)  when  the  letter  is  upon  a  sub- 
ject over  which  the  official  addressed  has  no  jurisdiction,  and  (4)  in  other  cases  which 
will  suggest  themselves  in  actual  practice,  it  is  recommended  that  an  acknowledgment 
of  the  receipt  be  sent  in  any  case  where  the  writer  may  be  in  doubt  whether  his  letter 
has  been  received  or  not. 

For  the  acknowledgment  of  letters  from  persons  who  rarely  write  to  the  Department 
a  postal  card  may  be  used,  with  a  suitable  form  printed  thereon,  having  the  fewest  pos- 
sible blanks  to  be  filled,  as  follows: 


War  Department, 

Official  Business, 

Penalty  for  private  use,  $300. 


War  Departmext, 
Washington,  D.  C, ,  1 


has  been  received  anr?  referred  to 


Your  letter  dated 

the  Secretary  of  the  Treasury,  who  has  jurisdiction  of  the  matter, 
and  with  whom  you  should  correspond. 

Wm.  C,  Exdicott, 

Secretary  of  War. 


A  number  of  diiferent  forms  might  be  printed  for  use  in  the  Department  and  its  bu- 
reaus, only  requiring  the  name  and  address  of  the  writer  to  be  inserted  on  one  side  and 
two  dates  "on  the  other. 

When,  however,  many  letters  are  received  from  one  individual  or  a  member  of  either 
House  of  Congress,  or  any  other  official  refers  letters  from  his  correspondents,  it  will  be 
necessary  to  use  a  blank  letter  form  in  which  can  be  inserted  the  name  and  address  of 


123 

the  correspondent  and  the  subject.     This  will  remove  doubt  as  to  what  particular  letter 
on  a  given  date  is  acknowledged,  and  the  law  (22  Statutes,  563)  can  then  be  complied 
with,  which  requires  letters  to  Senators,  Representiitives,  and  Delegates  to  be  accom- 
panied with  envelopes  addressed  to  their  correspondents. 
The  following  forms  are  suggested  as  embodying  the  idea  intended  to  be  conveyed: 

War  Depabtment, 
Washington,  D.  C, ,1889. 


Sir:  Your  letter  of [date] 

[subject] 


is  received. 


As  soon  as  the  information  desired  by  you  is  obtained  you  will  be  duly  advisfed. 
Respectfully, 

Wm.  C.  Endicott, 

Secretary  of  War, 

War  Department, 
Washington,  D.  C, ,  1889. 


Sir:  I  have  the  honor  to  acknowledge  the  receipt  of  your  reference  of  a  letter  dated, 
[place] [date! 


from _____^ asking 

[subject] 

The  information  desired  by  your  correspondent  has  been  called  for,  and  will  be  communicated 
to  you  when  received. 
Respectfully, 

Wm.  C.  Endicott, 

Secretary  of  War. 

When  acknowledged  such  letters  should  be  stamped  on  the  first  page  as  follows: 


Office  Secretary  of  War, 

January  ,  1889, 

Acknowledged. 


CARD  INDEX. 

A  card  index  is  not  of  necessity  a  card.  It  may  be  of  any  size  and  on  paper  of  any 
kind.  It  should  be  of  suitable  size  and  on  good,  stiff  white  linen  paper.  The  form 
and  size  suggested  by  the  board  on  which  to  list  papers  pertaining  to  the  business  of 
other  bureaus  is  good  for  many  purposes.  The  size  and  form  of  the  card  depend  on  the 
use  to  be  made  of  it.  If  at  the  end  of  each  year  it  is  desired  to  preserve  the  informa- 
tion contained  on  the  cards  in  book  form  the  cards  should  be  as  large  as  the  proposed 
book  to  avoid  re-copying,  with  a  sufficient  margin  on  the  left  to  enable  the  cards  to  be 
bound  without  obscuring  the  writing,  and  a  margin  at  the  top  and  bottom  and  on  the 
right,  so  that  the  edges  may  be  trimmed  and  the  pages  numbered  when  bound.  Such 
cards  become  at  once  a  card  record  and  a  card  index — a  card  record  of  the  things  re- 
corded arranged  alphabetically  by  principal  subjects,  with  cross-reference  cards  for 
names  and  subordinate  subjects.  These  cross-reference  cards  should  be  no  larger  than 
the  index-brief  cards  already  recommended,  and  should  be  consolidated  at  the  end  of 
the  year  and  inserted  at  the  end  of  the  volume;  or,  if  numerous,  they  should  be  bound 
separately. 

On  the  record  card  can  be  recorded  all  that  is  now  contained  in  the  books  of  letters 
received,  the  arrangement  to  be  similar  to  the  form  suggested  under  the  title  "Card- 


124 

index  brief."  The  blank  spaces  on  the  front  and  back  aflford  room  to  record,  in  full  if 
necessary,  the  action  taken,  whether  by  indorsement  or  letter.  This  record  card  there- 
fore combines  in  itself  four  books,  viz,  the  book  of  letters  received  and  its  index  and 
the  book  of  letters  sent  and  its  index.  A  letter  originating  in  the  office  not  based  on 
any  paper,  if  necessary  to  record,  can  be  also  recorded  on  a  card  and  filed  under  its  ap- 
propriate subject. 

This  system  has  many  advantages  not  possessed  by  that  now  in  use. 

(1)  It  is  easier  to  write  on  a  single  sheet  of  paper  than  in  a  book. 

(2)  The  clerk  is  not  interrupted  in  his  work  by  frequent  reference  to  the  book  in 
which  he  is  writing,  as  is  now  the  case. 

(3)  A  card  can  be  sent  within  the  Department  where  needed.  This  saves  the  labor 
of  making  notes,  and  the  delay  caused  thereby  to  the  official  and  to  the  person  who  has 
called  for  the  information.  It  is  an  easy  matter  to  make  an  accurate  charge  of  such 
card,  so  it  may  be  recalled  to  the  tiles  when  no  longer  needed  elsewhere. 

(4)  Subjects  are  arranged  topically  and  compactly.  This  in  itself  saves  much  labor. 
By  the  present  system  there  is  no  arrangement  of  subjects;  papers  are  entered  as  they  ar- 
rive, the  subjects  are  indexed,  and  the  time  is  consumed  in  making  extracts  from  the 
records  when  it  is  necessary  to  bring  one  subject  together,  or  in  making  notes  of  num- 
bers, and  hunting  through  the  books  to  see  where  the  papers  are,  prior  to  collecting  the 
papers. 

This  card-record  book  is  more  elaborate'than  the  "card-index  of  decisions"  suggested 
in  another  part  of  this  report.  These  would  be  bound  by  years.  The  decision  cards 
run  through  many  years,  and  are  really  the  working  data  for  intricate  ca.ses  ;  that  sub- 
ject and  its  advantages  are  treated  of  more  fully  under  the  appropriate  heading. 

By  the  card-index  system  papers  are  entered  as  received,  but  the  cards  must  be  filed 
alphabetically.  This  system  does  not  therefore  give  a  list  of  papers  in  order  of  datej  if  it 
did  it  would  be  but  little  better  than  the  book  of  letters  received.  This  objection  is, 
however,  met  by  the  use  of  the  numbered  charge  book  hereafter  recommended.  The 
clerk  in  giving  a  number  to  papers  should  place  in  the  margin  of  the  book  the  date  op- 
posite the  first  number  used  each  day;  then,  the  subject  being  stated  opposite  each  num- 
ber, it  is  easy  to  look  up  the  papers  of  any  date  when  necessary. 

There  is  only  one  reason  in  favor  of  entering  papers  as  they  are  received  in  the  order 
of  date,  viz:  It  can  be  ascertained  what  papers  were  received  on  a  given  date.  But 
what  advantage  is  that  ?  Simply  this,  by  running  over  all  the  entries  of  one  or  more 
days  a  paper  may  be  found  that  is  forgotten.  This  is  very  rarely  necessary,  and  does 
not  often  accomplish  the  purpose.  It  must  be  assumed  as  true  that  unless  something 
is  remembered  about  a  paper  it  can  not  be  found.  An  elaboration  of  records  will  effect 
nothing  in  such  a  contingency.  For  instance,  one  must  either  know  the  name  of  the 
writer,  some  proper  name  mentioned  in  the  letter,  or  the  subject  of  the  correspondence, 
else  a  search  will  be  without  avail.  The  decision  may  be  remembered  in  a  general  way, 
but  the  possibility  of  finding  it  is  more  remote  than  if  one  of  the  other  three  elements 
is  known.  Hence  the  need  of  an  index  of  decisions  or  precedents  which  is  elsewhere  sug- 
gested. 

It  is  as  easy  to  give  papers  a  number  for  filing  purposes  under  the  card-index  system 
as  under  any  other  method.  Give  the  papers  pertaining  to  the  office,  and  which  should 
be  entered  a  running  number,  keeping  tally  of  the  numbers  used  on  a  card  as  is  now- 
done  in  some  offices,  or  in  a  book,  as  suggested  under  the  title  "To  keep  trace  of  cards 
and  numbers  on  paper,"  which  is  believed  to  be  preferable  as  it  will  show  the  particular 
numbers  which  belong  to  a  given  date,  which  may  be  important  if  it  should  ever  be  es- 
sential to  show  that  a  number  on  a  paper  was  not  correct  because  it  was  a  different  num- 
ber from  the  numbers  used  on  the  date  in  question.  Such  a  contingency  might  never 
arise,  but  it  is  as  little  trouble  to  keep  the  numbers  in  a  book  as  on  a  card. 

The  arrangement  by  subjects  is  the  best  method,  as  subjects  are  remembered  when 
names  are  forgotten.  To  illustrate:  A  writes  about  the  bridge  across  the  Eastern  Branch 
of  the  Potomac  River.  The  principal  subject  is  "  Bridge. "  All  papers  received  on  that 
subject  during  the  year  fall  together,  each  bridge  by  itself.  The  card  is  tliferefore  filed 
under  the  principal  subject,  "  Bridge,"  with  cross  references  on  other  cards  as  suggested 
under  title  ' '  Briefing  and  indexing. ' '  Again,  .suppose  B  writes  about  the  claim  of  Rich- 
ard S.  Williams  and  files  evidence.  The  principal  subject  is  "Williams,  Richard  S.," 
with  cross-reference:  "B.  Aboutclaim  of  Williams.  See  Williams,  R.S."  Itinvolves 
no  difficulty.  Having  found  the  card  of  the  principal  subject,  it  gives  the  number  of 
the  paper  so  it  can  be  found,  or  the  action  if  it  is  not  in  the  office. 

It  is  objected  that  cjirds  may  be  lost  or  mislaid.  This  may  happen;  so  papers  may  be 
lost  or  mislaid,  and  other  mistakes  may  be  made,  but  such  thinjrs  are  liable  to  happen 
with  any  system.  Care  is  therefore  as  necessary  here  as  in  other  matters.  An  absolutely 
perfect  record  is  an  idetil  rarely  attained,  and  certainly  not  worth  the  time,  trouble,  and 
cost  when  something  less  perfect  will  serve  the  purpose  as  well.  When  required  it  is 
made,  and  can  be  made  again,  but  it  is  only  necessary  in  a  few  cases. 


i 


125 

That  the  danger  of  losing  index  record-cards  is  infinitesimal,  if  ordinary  care  is  exer- 
cised in  handling  them,  is  fully  established  by  the  experience  of  the  record  and  pension 
division  of  the  Surgeon-General's  Office.  In  that  division  over  three  and  one-half  mill- 
ion cards,  representing  the  medical  histories  of  sick  and  wounded  soldiers,  are  on  file. 
These  cards  are  used  in  furnishing  information  to  the  Adjutant-General,  the  Commis- 
sioner of  Pensions,  the  Second  Auditor,  and  others  in  pension  and  other  claims  against 
the  Government.  Since  the  12th  of  March,  1888,  when  the  cards  were  first  used  for  this 
purpose,  over  57,000  cards  have  been  removed  from  the  files  to  accompany  cases,  all  of 
which  have  been  passed  through  the  hands  of  the  various  searchers,  examiners,  and  in- 
dorsers  in  two  separate  buildings  located  in  different  portions  of  the  city,  and  yet  only 
two  of  the  cards  so  removed  from  the  files  have  failed  to  be  returned.  The  numbers  of 
these  two  cards  having  been  recorded,  at  the  time  they  were  taken  from  the  files  it  was 
a  matter  of  no  difficulty  whatever  not  only  to  reproduce  them  from  the  original  records, 
but  to  determine  as  well  the  individual  clerks  who  were  responsible  for  their  loss. 

So  with  the  card  index  here  suggested;  if  a  card  is  lost  the  book  shows  the  number 
and  subject,  and  from  the  paper,  generally  on  file  somewhere  in  the  Department,  the 
card  can  be  reproduced. 

The  following  table  shows  the  number  of  pages  of  record  of  letters  received  and  let- 
ters sent  in  the  several  offices  and  bureaus  of  the  War  department  during  the  calendar 
year  1888,  the  average  number  of  lines  of  record  required  for  each  letter  received,  etc. : 


%Ul^''^ 


126 


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130 

From  this  table  it  appear3  that  in  the  year  1838  there  were  4,296,314  lines  recorded 
in  the  books  of  letters  received  and  letters  sent  and  indexes  thereto;  that  238,070  let- 
ters were  received  (exclusive  of  the  Signal  Office,  in  which  the  lines  recorded  are  not 
given)  which  is  equal  to  18  lines  for  the  complete  record  of  each  letter  received. 

A  card,  therefore,  of  8  inches  by  10  j  inches,  with  an  interior  space  within  lines  of  6^ 
inches  by  8.]  inches  will  contain  for  record  purposes  on  both  sides  of  the  sheet  more  than 
50  lines,  amply  suflScient  for  the  purpose.  A  record  card  of  the  size  suggested  will  be 
large  enough  to  record  all  that  is  done  with  most  letters  received;  i.  e.,  on  it  the  brief 
can  be  entered,  the  action  noted  or  recorded,  aiyl  the  reply  recorded  in  full,  and  when 
a  long  letter  is  written  in  reply  other  sheets  can  be  added  with  the  proper  index  words 
at  the  top  of  each  sheet,  then  to  be  tied  or  fastened  together  at  the  upper  left-hand 
corner  until  the  volume  is  bound.  The  following  is  submitted  as  a  sample  of  a  record 
card  that  will  answer  the  purpose: 

[Face  of  record  card.] 


Transportation.                                              Wagons. 

Jones,  J.  R. 

Office  Secretary  of  War.                                No. 

1      1889. 

Return  to  Record  Division,  Room  235,  as  soon  as  read, 
once,  so  this  card  can  be  returned  to  the  files. 

If  a  copy  is  desired  it  must  be  made  at 

Date                                  [Plaee  ] 
From 

[Date] 

Subject 

* 

No.  of  inclosures .      

Received 1889.     Sent   to. 

Acknowledged 1889.    Received  back. 


Bureau  office  mark 


Action. 


[To  be  ruled  on  back  within  exterior  lines,  for  recording  letters  sent  that  cover  more  than  first 
page.    The  blank  space  outside  of  lines  must  not  be  written  on ;  it  is  for  binaing  purposes.] 


131 

[Reverse  of  record  card.] 


FILE-CASES   FOR  RECORD  CARDS. 

If  index-record  cards  are  adopted  they  should  be  filed  away  flat  until  bound.  If  stood 
on  edge  the  size  of  the  card  will  cause  them  to  bend,  and  thus  they  will  get  out  of  order. 
It  is  believed  that  cabinet  letter-files,  suggested  under  the  head  of  ** General  remarks," 
will  be  found  most  convenient  to  use  for  this  purpose.  Such  a  Jetter-file  of  thirty-six 
boxes  will  contain  eleven  thousand  carets.  Before  an  order  is  given  for  cabinet  files  the 
index-book  of  letters  received  for  1888  should  be  studied  to  determine  the  arrangement 
of  the  indexes  for  the  boxes.  As  each  box  has  provision  for  twenty-five  subdivisions, 
the  thirty-six  boxes  will  embrace  nine  hundred  subdivisions.  The  indexes  should 
therefore  be  so  arranged  as  to  make,  as  nearly  as  practicable,  one  nine-hundredths  of 
the  total  number  of  record  cards  fall  into  each  subdivision.  A  careful  count  of  the 
names  of  persons  and  of  subjects  on  the  index  books  of  last  year  should  be  made,  keep- 
ing in  mind  that  the  cards  to  be  filed  under  subjects  are  to  be  arranged  alphabetically 
under  the  heading  of  the  principal  subject  to  which  they  belong.  By  this  means  ap- 
proximately uniform  divisions  can  be  made  so  that  each  of  the  twenty-five  subdivisions 
in  a  box  will  receive  a  due  share  of  cards,  and  none  be  unnecessarily  crowded.  Where 
a  principal  subject  is  likely  to  embrace  about  one  thirty-sixth  of  the  whole  number  of 
cards  a  whole  file-box  should  be  devoted  to  it  for  convenience  of  reference;  for  instance: 
'  'Army, "  "  Subsistence  stores, "  "  Transportation, "  "  Papers  awaiting  final  action, ' '  etc. 
A  specimen  of  arrangement  of  principal  subjects  and  subdivisions  is  herewith  submitted 
as  a  guide.  (See  Exhibit  C. )  The  cross-reference  cards  are  recommended  to  be  made  the 
size  of  ' '  brief  cards. ' '  These  should  be  stood  on  end,  and  a  stiffer  paper  should  be  used. 
A  linen  record  paper,  twenty  pounds  per  ream,  is  suggested,  the  cards  to  be  filed  for 
easy  reference  in  Woodruff  or  similar  file-boxes. 


132 

INDEX  OF  NAMES  ON  KECORD  CAEDS. 

Proper  names  should  be  indexed  on  "  cross-reference  cards  "  (see  Exhibit  D),  and  refer 
to  the  subject  under  which  the  record  card  is  filed;  the  date  of  letter  should  also  be  given. 
This  will  often  save  looking  at  many  subjects,  or  many  cards  on  the  same  subject,  when 
there  are  many  letters  from  the  same  person,  thus: 
* 'Jones,  J.  R see  Transportation  wagons January  12,  1889." 

The  same  rule  as  to  the  use  of  black  and  red  inks  should  prevail  as  at  present,  viz: 
Black  ink  for  the  person  who  writes,  and  red  ink  for  the  person,  etc.,  writteu  about. 

TO  KEEP  TRACE  OF  CARDS  AND  NUMBERS  ON  PAPERS. 

TheTecord  cards  should  be  numbered  consecutively,  commencing  with  number  one  on 
the  first  of  each  calendar  year. 

Each  paper  should  have  the  same  number  as  its  record  card,  and  be  filed  numerically. 
One  clerk  should  be  in  charge  of  the  cards.  He  should  have  a  charge-book  with  each 
line  numbered  consecutively  through  the  book  and  containing  a  few  more  numbers  than 
the  number  of  letters  received  during  the  last  preceding  year. 

This  book  should  have  four  columns,  the  first  lor  the  numbers,  the  second  for  the 
index  word  at  the  head  of  the  record  card,  as  for  example — No.  301 — Transportation — 
Wagons— Jones,  J.  R. — the  third  column  for  charges  for  record  cards,  showing  the 
names  of  persons  to  whom  cards  are  sent,  including  time  and  date.  The  fourth  column 
for  charges  for  papers,  showing  the  names  of  persons  to  whom  papers  are  sent,  including 
^ate.  When  a  record  card  is  withdrawn  it  should  be  immediately  charged  in  lead 
pencil  to  the  person  to  whom  sent.  It  should  be  the  duty  of  the  clerk  in  charge  of  cards 
to  see  that  a  record  card  is  returned  within  one-half  hour  after  it  is  charged  out,  if  pos- 
sible, and  he  should  report  to  the  chief  of  the  division  any  cards  not  returned,  at  the 
<;lose  of  the  day.  The  cards  should  have  printed  on  them  "  Return  to  Record  divis- 
ion,   Room ,  as  soon  as  read.     If  a  copy  is  desired,  it  must  be  made  at  once,  so 

Ihis  card  can  be  returned  to  the  files."  When  returned  the  lead-pencil  charge  must  be 
at  once  erased.  When  a  charge  has  remained  on  the  charge-book  more  than  one  day 
the  clerk  in  charge  must  immediately  search  the  card-file  to  see  if  it  has  been  returned, 
and  if  not,  every  exertion  must  be  made  to  find  the  missing  card.  By  searching  for 
cards,  within  a  short  time  alter  they  have  been  charged  out,  the  danger  of  loss  will  be 
almost  entirely  removed.  Practical  experience  in  the  Surgeon-General's  Office  shows 
that  the  danger  is  slight. 

The  average  number  of  letters  received  in  one  d^y  in  the  office  of  the  Secretary  of  War 
is  fifty,  so  the  charge  clerk  will  have  but  fifty  lines  to  write  in  his  charge-book,  and  this 
he  can  do  at  intervals  as  he  receives  cards  for  file. 

If  it  appears  from  this  book  that  a  paper  has  been  charged  to  some  person  for  six  days 
the  charge  may  be  posted  to  the  record  card;  but  it  is  believed  this  will  not  be  neees- 
«ary  as  this  book  will  serve  every  purpose  as  a  charge-book,  and  thus  the  cards  need  not 
be  so  often  referred  to  and  a  more  careful  watch  can  be  kept  of  papers.  Papers  charged 
out  over  one  day  should  be  looked  up.  Under  the  present  system  many  papers  are 
charged  to  persons  who  have  returned  the  papers  to  the  files,  perhaps  with  other  papers, 
and  the  charge  has  through  oversight  not  been  removed.  Subsequently  the  papers  are 
found  on  the  files  or  returned  from  some  other  office  and  the  charge  removed.  Such 
charges  are  misleading  and  cause  trouble.  The  danger  of  oversight  will  be  largely  re- 
duced by  the  use  of  this  book,  and  by  making  it  the  duty  of  the  proper  clerk  to  see 
that  papers  charged  out  are  looked  up  ••t  intervals  and  returned  to  the  files  as  soon  as 
possible.  The  incidental  efl'ect  of  thus  looking  up  papers  will  be  to  hasten  the  action 
thereon. 

For  ease  and  rapidity  of  reference  the  card-record  charge-book  should  have  fifty  lines 
ix)  the  page,  and  each  line  being  consecutively  numbered  will  give  a  list  of  one  hundred 
papers  wherever  the  book  is  opened.  For  15,000  letters  received  a  book  of  300  pages 
^ill  therefore  be  required.  The  book  should  be  tagged  at  each  1 ,000  numbers  with  pages 
cut  on  the  margin  for  each  100  numV)ers.  Thus  it  will  be  possible  by  two  movements  to 
turn  to  the  number  wanted.  The  numbers  on  all  the  pages  should  be  as  follows:  The 
left-hand  pages  from  0  to  49;  those  on  the  right-hand  from  50  to  99;  then  but  one,  two, 
•or  three  figures  will  need  to  be  added  at  the  top  of  each  page. 


133 

The  following  is  a  sample  of  the  book  suggested: 


N 

Subject. 

When  and  to  whom 
record  card  sent. 

When  and  to  whom 
papers  sent. 

5500 
01 
02 
03 
04 
05 
06 
07 
08 
09 

5510 
11 
12 
etc. 
to 
49 

Note. — The  pag:e  should  be  10  inches  wide,  the  numbered  column  1  inch  wide,  the  subject  col- 
umn 4^  inches,  and  each  of  the  charge  columns  2  inches  wide. 

PAPERS  AWAITING  FINAL  ACTION. 

There  should  be  a  temporary  file,  of  course,  arranged  alphabetically,  of  record  cards^ 
in  which  should  be  placed  the  cards  of  cases  awaiting  final  action.  Such  cards  would 
be  most  frequently  referred  to  in  answer  to  inquiries  and  to  place  notations  upon  them. 
By  this  means  it  will  be  possible  to  call  up  the  unanswered  mail  of  the  office.  Such 
cards  when  finally  acted  upon,  that  is,  when  the  decision  had  been  noted  or  the  office 
reply  recorded,  should  be  put  in  their  proper  places  in  the  permanent  card  boxes. 

CAED  INDEX  OF  DECISIONS  OR  PRECEDENTS. 


An  index  of  decisions  or  precedents  differs  from  an  index  of  subjects  in  that  the  latter 
is  a  brief  index  pointing  to  the  papers  on  a  subject  which  must  be  referred  to  in  order  to 
ascertain  the  decision  thereon,  while  the  former  is  a  concise  statement  of  the  decision 
itself  in  leading  or  novel  cases,  thus  in  the  course  of  time  grouping  together  precedent* 
to  form  a  rule  or  serve  as  a  guide  for  future  action. 

The  instructions  now  in  force  for  keeping  the  records  and  transacting  the  clerical  work 
of  the  Department  require: 

"A  copious  index  of  subjects  of  general  interest,  or  involving  principles  applicable  to» 
similar  cases  likely  to  arise  hereafter,  should  be  compiled  from  individual  cases  after 
they  have  been  recorded  in  the  entry  books,  and  have  received  the  action  of  the  proper 
authorities.  This  index  should  extend  to  the  business  of  the  entire  bureau,  and  should 
embrace  the  records  of  as  many  unbroken  years  as  is  consistent  with  convenience  of  size 
and  handling.  The  design  of  this  book  of  reference  is  to  aid  in  securing  uniform,  just, 
and  speedy  decisions  upon  certain  classes  of  cases  of  frequent  occurrence,  which  might 
otherwise  require  each  of  them  a  lengthened  search  and  study  of  principles,  authorities, 
and  precedents.  Great  care  should  be  given  to  the  preparation  and  keeping  of  this  in- 
dex." 

In  lieu  of  this  book  of  reference  it  is  recommended,  however,  that  the  card-index  sys- 
tem be  adopted.  The  benefits  of  the  card  index  wherever  it  can  be  used  are  so  great  that 
it  has  generally  been  adopted  in  large  libraries  for  names  and  subjects.  If  applicable  to 
libraries  of  hundreds  of  thousands  of  volumes  of  course  it  is  applicable  to  this  subject.. 
It  is  capable  o£  indefinite  expan.sion,  and  each  subject  is  compact  and  complete  in  itself,, 
while  with  record  books  the  subject  is  scattered  and  reference  to  several  volumes  may  b& 
necessary.  It  saves  time,  as  the  information  is  always  available;  it  also  saves  the  labor 
of  copying  or  the  making  of  notes  or  memorandums  from  the  books,  and  as  all  the  carda 
on  the  subject  under  consideration  can  be  sent  for  when  needed  in  the  office  and  without 
interrupting  the  work  of  indexing.  Further,  a  book  of  reference  must  be  indexed, 
which  is  not  necessary  with  cards.  They  are  arranged  alphabetically  like  a  dictionary 
or  encyclopedia,  cross  reference  being  made  where  necessary  to  insure  the  finding  of  the 
subject.     Cross  references  are  made  now,  so  that  is  not  additional  work. 

A  good  card  index  of  decisions  is  a  great  desideratum.  If  when  a  subject  is  under 
consideration  the  cards  are  available  to  show  the  current  of  decision.s  upon  the  subject, 
the  line  of  action  pursued  at  different  periods,  the  reasons  for  changes  being  shown  by 


134 

reference  to  laws  and  orders,  the  subject  at  once  becomes  clear  and  easily  understood 
•without  dependence  upon  memory  or  experience. 

The  card  index  takes  the  place  of  memory  and  experience,  and  thus  the  affairs  of  an 
office  are  administered  with  ease  and  certainty,  and  decisions  become  stable  and  pro- 
gressive. The  decisions  noted  in  the  books  now  required  to  be  kept  are  difficult  ot  ac- 
cess because  scattered  through  many  volumes  in  the  various  bureaus.  With  this  system 
inaugurated  it  becomes  possible  to  collect  the  cards  in  the  various  offices  and  bureaus  on 
a  given  subject,  and  with  the  information  thus  obtained,  to  prepare  a  paper  which  shall 
show  its  history,  development,  customs  of  the  service,  laws,  and  orders,  and  thus  a  book 
can  be  formed  by  topics  somewhat  like  Clode's  "Military  Forces  of  the  Crown,"  which 
"would  be  of  the  greatest  value  for  the  practical  use  of  the  Department  in  the  transaction 
of  every-day  business. 

Such  a  book,  showing  why  certain  lines  of  action  have  been  modified,  changed,  or  aban- 
doned, gives  the  new  oificial  the  experience  of  his  predecessors  and  enables  liim  to  con- 
tinue improved  methods  instead  of  adhering  to  old  systems  which  experience  has  proved 
imperfect. 

As  a  suggestion  of  a  plan  for  such  an  index,  see  Exhibit  B,  in  which  could  also  be  in- 
cluded draits  of  important  letters;  lor  instance,  in  a  certain  case,  care  has  been  given 
to  the  drafting  of  a  reply  to  a  letter  so  that  it  will  fit  the  case  and  other  like  cases.  Sup- 
pose the  subject  is  "eight-hour  law;"  with  this  subject  at  the  head  of  the  card  a 
draft  of  the  letter  is  copied  thereon,  and  it  is  then  always  available  lor  like  cases  with- 
out further  search. 

The  cards  for  the  card  index  of  decisions  or  precedents  in  the  several  bureaus  should 
be  alike  in  size,  with  the  name  of  the  office  plainly  printed  thereon,  and  when  a  copy  of 
a  card  is  made  it  should  be  marked  "copy."  A  copy  furnished  to  another  office  may  be 
filed  with  other  cards  in  that  office,  as  the  word  "copy"  written  or  printed  thereon  in 
large  letters  shows  it  need  not  be  returned. 

ABBEEVIATIOXS. 

It  is  suggested  that  this  list  of  abbreviations  be  pasted  on  first  fly-leaf  of  all  record 
books  or  of  bound  volumes  of  record  cards. 

The  following  abbreviations  should  be  used  in  records  in  lieu  of  such  words  written  in 
full  in  letters,  orders,  etc.  When  a  copy  is  made  therefrom  all  abbreviations  should  be 
written  in  full,  as  shown  by  this  list: 


W.D 

....War  Department. 

iVashington 

Office. 

i  Office, 
neral. 

J.A.G.O 

(i.M.G 

Q.  M.  G.O... 
C.G.S 

0.  C.G.S 

S.G 

S.G.O 

P.M.G 

P.M.G.O... 
C.of  E 

....Judfff-Advocate-Generars  Office 

W.D,W.  C... 

War  Department,  ^ 

Quart  enuHster-General. 

Jan 

Feb 

Mch 

City.   ■• 

January. 

February. 

March. 

Quaitermaster-General's  Office. 

Commissary-General  of  Subsist- 
ence. 
Offit-e  of  Commissary-General  of 

May"'.'.!!".*...."*.'." 

June 

July 

Aug 

Seirt 

April. 

....May. 

June. 

July. 

August. 

Subsistence. 

Surjieon-General. 

Sur«;eon-Generai"s  Office. 

Paymaster-General. 

Paymaster-Genenirs  Office. 

Chief  of  Engineers. 

Oct 

October. 

O.  C.  of  E.... 

Office  of  Chief  of  Engineers. 

Nov 

November. 

C.  ofO 

O.C.ofO 

Chief  of  Ordnance. 

Dec 

December 

Office  of  Chief  of  Ordnance. 

A.  G 

A.G.O 

I.  G 

I.G.O 

JAG  

Adjutant-General. 

Adjutant-General  a 

Inspector-General. 

Inspector-General' 

C.S.  O 

O.C.S.  O 

Resp'y 

S.ofW 

Chief  Signal  Officer. 

Officeof  Chief  Signal  Officer. 

Respectfully. 

C.C 

Chief  Clerk. 

Space  is  saved  in  the  records  by  the  use  of  these  abbreviations,  and  hereafter  the  place 
and  date  should  be  placed  on  one  line,  aad  the  conclusion  of  the  letter  ako  on  one  line, 
thus: 

W.  D.,  W.  C,  Jan.  16,  1889. 

Resp'y.,  Wm.  C.  Endicott,  S  of  W. 

REPLIES  TO  LETTER.S. 


An  answer  to  a  letter  should  be  short,  clear,  and  concise,  and  where  it  must  be  studied 
to  understand  the  meaning  the  answer  should  be  recast.  The  opening  paragraph  should 
give  the  date  of  the  letter  to  which  it  is  a  reply,  and  state  the  subject  in  a  general  way 
in  a  few  words  when  practicable.    Questions  asked  should  be  answered  in  order  in  the 


135 

body  of  the  letter.  If  possible,  letters  should  be  on  one  subject  only.  Adherence  to  the 
foregoing  will  save  the  time  of  the  clerk  who  writes  the  letter,  of  the  officer  who  signs 
it,  and  of  the  clerk  who  records  it.  These  remarks,  of  course,  do  not  apply  to  forms  of 
letters  that  have  been  printed,  but  they  should  be  considered  in  the  preparation  of 
forms. 

In  one  of  the  letters  received  by  the  board  in  answer  to  the  invitation  of  the  Secre- 
tary it  is  suggested  that  the  words,  "your  obedient  servant,"  be  omitted  from  letters, 
and  the  following  calculation  is  made:  "In  this  office  we  record  about  '2,800  pages  of  let- 
ters sent  each  year,  with  an  average  of  two  letters  to  each  page  couiaiDiug  '  your  obedi- 
ent servant.'  This  will  make  5,600  lines  of  the  books  used  each  year,  and,  there  being 
47  lines  to  the  page,  122  pages  are  wasted,  not  counting  the  labor  expended  by  the  clerks 
who  write  and  copy  the  letters.'*  He  also  suggests  that  in  the  place  of  "  very  respect- 
fully," the  letters  close  with  the  word  "respectfully,"  thus  eflectiug  another  saving. 
For' the  reasons  so  graphically  shown  the  board  concurs  in  the  suggestion  made,  believ- 
ing that  a  due  regard  to  courtesy  will  be  shown  by  the  use  of  the  word  "  respectfully  " 
at  the  close  of  the  letter,  or  at  most  by  the  use  of  the  words  "  very  respectfully,"  with 
but  a  few  exceptions  which  may  occur  in  correspondence  of  a  diplomatic  character. 

In  connection  with  the  suggestions  made  upon  this  subject  the  following  example, 
taken  from  the  records,  is  given  of  a  letter  that  is  not  concise: 

War  Department, 

WasJiington  City,  April  3,  1888. 
Sir:  In  reply  to  your  letters  of  the  12th  and  26th  ultimo,  requesting  that  the  official 
records  of  the  War  of  the  Rebellion,  which  have  heretofore  been  mailed  to  you  at  Turner 
Centre,  Me.,  be  mailed  to  you  in  the  future  at  Canton,  Me.,  I  have  the  honor  to  advise 
you  tkat  the  change  of  address  has  been  made  as  requested,  and  that  the  future  volumes 
of  the  work  in  question  will  be  sent  to  you  at  Canton,  Me. 
Very  respectfully,  etc., 
Mr. 

The  following  would  have  been  sufficient: 

War  Department, 
Washington  City,  April  3,  1888. 
Sir:  In  compliance  with  your  request  the  address  for  your  copy  of  the  Rebellion  Rec- 
ords has  been  changed  to  Canton,  Me. 
Respectfully,  etc., 
Mr. 

These  examples  will  show  how  replies  to  letters  may  be  reduced  to  a  few  words  and 
serve  the  purpose  as  well. 

GENERAL  REMARKS. 

Cabinet  letter  files. — Letters  of  slight  importance  which  need  not  be  entered  or  even  listed, 
but  which  it  is  desired  to  retain  for  a  short  time,  should  be  filed  in  index  files  for  ready 
reference,  thus  saving  the  labor  of  listing  many  papers.  The  letter-file  cabinets  manu- 
factured by  Cameron,  Amberg  &  Co. ,  of  Chicago,  and  by  Brower  Brothers,  of  New  York 
City,  will  serve  as  an  illustration  of  the  kind  of  files  referred  to. 

Files. — To  save  space  in  the  files,  communication  which  do  not  contain  information 
necessary  to  be  retained,  should  be  returned  by  indorsement  contaiiyng  the  information 
desired. 

Indorsements. — Papers  which  are  referred  within  the  Department  for  "report"  or  "re- 
mark "  or  "to  note ' '  should  not  be  formally  indorsed  and  signed  when  it  can  be  avoided, 
and  a  red-ink  notation  following  the  brief  or  last  indorsement  is  generally  sufficient,  as 
**A.  G.  report"  "J.  A.  G.  to  note."  "Noted  in  J.  A.  G.  O.,  and  returned. "  It  will 
not  often  be  necessary  to  do  this  under  the  rules  contained  in  the  circular  on  ' ' Adminis- 
tration." 

Letters  for  immediate  attention. — There  are  some  letters  which  should  at  once  be  brought 
to  the  attention  of  the  official  addressed — these  will  readily  suggest  themselves — they  are 
of  more  than  ordinary  importance  and  in  no  sense  routine — he  should  know  they  have 
been  received,  so  he  can  indicate  the  action  thereon  before  they  have  been  sent  elsewhere. 

These  are  the  exceptional  cases,  outside  the  rules,  even  though  the  subject  treated  of 
is  one  pertaining  to  the  business  of  another  bureau,  which  will  probably  be  consulted 
before  reply  is  made.  In  this  class  are  letters,  not  routine,  from  the  President,  heads  of 
Departments,  resolutions  of  Congress,  letters  from  members  of  either  House  of  Congress, 
from  governors  of  States,  etc. ,  not  necessary  to  indicate  further,  as  they  will  be  readily 
Tecognized  when  received. 


136 

Lists.— V^^hen  a  list  of  names  is  to  be  prepared,  either  of  persons  or  things,  if  an  al- 
phabetical arrangement  will  serve  the  purpose  as  well  as  any  other  it  should  be  pre- 
ferred, being  more  convenient  for  reference. 

Notations. — A  short  indorsement  placed  upon  a  letter  as  follows:  "War  Department, 
Jan'y  21,  1889.  Respectfully  referred  to  the  major-general  commanding  the  Army, 
for  remark.  Wm.  C.  Endicott,  Sec'y  of  War,"  should  not  be  recorded  in  full,  a  nota- 
tion as  follows  is  sufficient:  "Comdg.  gen'l  for  remark,  Jan.  21,  '89,"  and  this  course 
should  be  followed  in  other  simple  indorsements  not  in  themselves  important. 

Fapers  pertaining  to  several  bureaus. — When  a  communication  is  received  which  calls 
for  information  or  action  in  several  bureaus,  it  should  be  passed  from  one  to  the  other 
until  the  information  is  complete,  then  to  be  returned  for  final  action  to  ihe  bureau 
which  has  jurisdiction  over  the  principal  subject  involved  in  the  communication — 
where  it  will  be  filed.  In  such  cases  the  initials  of  the  several  bureaus  will  be  indicated 
on  the  paper  in  red  ink  in  the  order  in  which  the  information  is  required. 

Red  ink. — The  red-ink  ruling  on  papers  is,  inmost  cases,  more  ornamental  than  use- 
ful, and  should  be  discontinued.  Where  necef-sary,  words  can  be  underscored  more 
quickly  with  a  colored  pencil,  as  has  been  recommended  in  another  pait  of  this  paper. 
This  does  not  refer  to  the  use  of  red  ink  in  the  ruling  of  tables,  forms,  etc. 

Result  of  search  to  be  preserved. — Whenever  necessary  to  search  for  decisions,  laws,  or- 
ders, customs,  and  precedents,  bearing  upon  any  particular  subject  the  result  of  such 
search  should  be  filed  under  its  proper  subject  for  future  reference.  To  enable  this  to- 
be  done  with  little  or  no  extra  labor  the  searcher  should  be  provided  with  card-index, 
blanks  of  proper  size  upon  which  to  make  a  record  of  the  search. 

Secretary's  office. — As  the  ofl&ce  of  the  Secretary  is,  to  a  great  extent,  the  bureau  of  in- 
formation for  the  entire  Department,  it  will  be  necessary  to  make  a  note  of  many  cases 
which  strictly  belong  to  the  business  of  particular  bureaus,  but  as  the  law  places  them 
all  under  his  direction  the  record  of  his  action  should  be  noted  in  his  own  office,  in  order 
that  he  may  have  easily  accessible  the  record  of  his  own  acts,  and  thus  be  enabled  to  at 
once  answer  inquiries. 

Unanswered  mail. — It  is  customary  in  some  corporations  for  the  president  to  call  at  in- 
tervals for  the  unanswered  mail  and  ascertain  the  cause  of  delay.  This  custom  can  be 
adopted  in  the  Department  by  the  use  of  the  temporary  file  of  record  cards  of  cases, 
awaiting  final  action,  heretofore  recommended. 

MISCELLANEOUS. 

At  several  of  the  establishments  visited  by  the  board  there  were  in  u*e  appliances; 
called  "mail  chutes,"  for  the  conveyance  of  mail  matter  from  the  upper  stories  to  the 
ground  floor.  These  were  perpendicular  conductors  extending  through  the  intervening 
rooms  or  corridors,  to  the  basement,  with  openings  on  each  floor  large  enough  for  the 
insertion  of  letters.  Where  visible  they  had  glass  fronts,  so  that  any  mail  ipatter  that 
was  lodged  could  be  seen.  The  chutes  ran  into  locked  boxes  on  the  ground  floor,  to 
which  the  post-office  letter-carriers  hold  the  keys.  A  modification  of  this  arrangement 
could  be  applied  with  advantage  to  this  building.  The  following  diagram  will  serve  a» 
an  illustration: 


Mail  chutes. 


Fifth  floor,  library 

Fourth  floor,  mail  forC.G.S.and  P.M.G 

Third  floor,  mail  for  Q.M.G.andS.G , 

Second  floor,  mail  for  8.  of  W.,  A.G.,and  J.A.G 

Firstfloor,  mailforC.ofO.andC.ofE 

Basement,  mail  for  post-office,  supply  div.,  Supt.  P.  B.  &  G.  and  depot  Q.  M.. 


By  this  arrangement  mail  could  be  dropped  to  any  floor  of  the  building  and  taken  to 
its  destination  by  the  half-hourly  mail  messengers  on  their  rounds,  or  sooner,  if  a  mes- 
senger with  a  key  happened  to  be  passing.  The  elevator  service  could  likewise  be  util- 
ized to  convey  mail  to  the  upper  floor. 

In  the  office  of  the  Metropolitan  Insurance  Company  of  New  York  pneumatic  tubes 
are  in  use  for  the  conveyance  of  mail  between  rooms  and  floors  with  the  utmost  rapidity, 
and  that  company  also  uses  a  cheap  and  convenient  telephone  service,  known  as  the  vil- 


137 

lage  telephone.  It  is  entirely  independent  of  the  commercial  line,  and  is  confined  ex- 
clusively to  the  building.  Each  telephone  has  a  switch-board,  by  which  it  is  possible 
to  call  up  and  converse  with  any  one  of  the  forty  or  fifty  stations  in  the  building.  It  is 
much  cheaper  than  the  regular  service  and  is  more  convenient  and  rapid  for  the  trans- 
mission of  messages  where  there  are  a  number  of  offices  under  one  management  in  the 
same  building. 

CONCLUSION. 

In  conclusion  the  board  desires  to  state  that  to  have  investigated  each  particular  class 
of  work  in  the  Department  would  have  required  a  long  time  and  delayed  the  report 
longer  than  appeared  to  be  necessary,  hence  types  were  selected,  and  as  the  recommen- 
dations made  are  of  general  application,  it  is  believed  they  will  accomplish,  if  carried 
into  execution,  the  result  desired.  But  in  order  that  the  work  thus  commenced  shall 
continue  it  should  be  generally  understood  that  it  is  the  duty  of  all  persons  in  charge  of 
any  class  of  work  to  study  it  with  a  view  to  the  adoption  by  proper  authority  of  such 
short  methods  as  will  secure  simplicity  of  routine  as  well  as  safety  of  record,  and  the 
elimination  of  whatever  is  unnecessary  either  in  the  entry  or  handling  of  papers,  and  to 
endeavor  to  make  not  an  absolutely  complete  and  perfect  record,  but  one  that  will  be 
sufficient  for  the  purpose. 

Ii  is  not  to  be  presumed  that  this  is  not  done  now  by  some,  but  it  is  the  duty  of  all. 
Routine  clogs  the  actual  work  of  which  it  is  but  an  incident;  more  thought  must  there- 
fore be  given  to  the  routine  or  mechanical  part  of  the  work,  if  the  expression  is  allow- 
able, in  order  that  the  actual  work  of  the  Department  may  be  more  nearly  assimilated 
to  that  of  the  business  of  the  country,  and  enable  it  to  do  in  time  of  peace  what  must 
be  done  in  time  of  war. 

Eoutine  and  custom  run  in  grooves  which  deepen  with  age,  and  anything  involving 
change  in  fixed  habits  is  looked  upon  with  little  favor.  So  while  it  is  possible  to  state 
the  advantages  of  quicker  methods,  and  to  make  rules  providing  for  their  adoption,  the 
enforcement  of  the  rules  and  the  prevention  of  retrogression  can  only  be  accomplished 
by  constant  supervision,  which  must  also  be  directed  to  the  prevention  in  future  of  the 
growth  of  unnecessary  routine.  This  is  a  difficult  task  and  will  be  met  with  many  ob- 
stacles which  can  only  be  overcome  by  giving  the  necessary  power  to  those  who  must 
supervise,  subject,  of  course,  at  all  times  to  confirmation  or  rejexjtiou  by  the  head  of  the 
Department  or  other  proper  authority. 

A  willing  and  cheerful  execution  of  orders  will  carry  out  the  rules  so  as  to  accomplish 
the  result  desired,  and  the  business  of  the  Department  will  be  transacted  with  the  great- 
est possible  dispatch ;  while,  on  the  contrary,  the  best  rules  can  be  so  carried  out  as  to 
prove  to  a  great  extent  worthless. 

The  recommendations  and  suggestions  made  herein,  if  approved,  will  reduce  the  work 
in  many  of  the  offices.  A  number  of  clerks  can  therefore  be  spared  for  duty  in  prepar- 
ing the  card-index  record  of  the  rolls  of  the  volunteer  army  during  the  late  war. 

It  will  be  observed  that  the  recommendations  contained  in  this  report  relate  to  the 
clerical  part  of  the  work  of  the  several  offices  and  do  not  affect  the  duties  or  prerogatives 
of  the  Secretary  of  War  or  chiefs  of  bureaus.  The  object  is  to  facilitate  the  work  and 
hasten  the  execution  of  what  has  been  decided. 

Respectfully  submitted. 

John  Tweedale, 

L.  W.  TOLMAN, 

Jacob  Frech, 

Members  of  Board, 
Hon.  William  C.  Endicott, 

Secretary  of  War, 


War  Department,  February  15,  1889. 

The  result  of  experience  in  the  War  Department  convinces  me  that  delay  in  the  trans- 
action of  business  can  be  remedied  with  no  loss  of  security  by  the  adoption  of  more  rapid 
methods. 

I  am  more  confident  that  this  is  true  from  my  experience  in  the  pension  work  of  the 
Surgeon-General's  Office.  It  was  the  opinion  of  the  officer  in  charge  that  a  large  accu- 
mulation of  unanswered  calls  was  necessary  in  order  that  the  work  might  be  econom- 
ically performed,  and  as  his  opinion  could  not  be  changed  he  was  relieved  and  another 
officer  was  detailed  in  his  place.  This  has  been  followed  with  the  most  satisfactory  re- 
sults. There  are  no  delayed  cases  now,  and  the  records  of  the  office  have  been  put  upon 
cards  as  easily  referreil  to  as  a  dictionary.     When  the  regimental  hospital  records,  now 


138 

in  the  Adjutant-General's  Office,  are  transferred  to  the  Surgeon-General's  Office^  the  en- 
tire medical  history  of  each  soldier  in  service  during  the  late  war  will  be  placed  on  a 
series  of  cards  filed  together  in  one  place.  These  cards  can  all  be  completed  within  a 
year,  and  thereafter  it  will  be  possible  to  give  the  entire  medical  history  of  a  soldier  in 
one  Or  two  days  after  the  receipt  of  a  call  for  such  history.  The  system  is  easy  and  practi- 
cable, but  to  make  it  successful  it  required  the  constant  individual  attention  of  the  offi- 
cer in  charge. 

After  carefully  reading  the  report  upon  the  subject  of  "correspondence,"  during  its 
preparation  and  since  its  completion,  I  fully  concur  in  the  recommendations  and  sug- 
gestions made  by  the  board.  The  report  is  the  result  of  long  practical  experience  com- 
bined with  an  extended  investigation  of  the  whole  subject. 

The  success  of  the  system,  so  fully  and  carefully  explained,  depends,  as  stated  by  the 
board,  upon  a  willing  and  cheerful  compliance  with  orders;  and  the  clerks  will  be  re- 
quired to  study  the  system  and  to  become  perfectly  familiar  with  its  requirements.  The 
recording  and  index  of  letters  received  is  similar  work,  only  more  elaborate,  to  the  cata- 
loguing of  a  library.  The  "  letter  received  "  in  the  Department  is  like  a  volume  in  a 
library;  the  entering  and  indexing  is  like  the  work  of  cataloguing.  The  card-index 
eystem  has  met  with  complete  success  in  great  libraries;  if  it  fails  in  its  application  to 
Department  work  it  will  be  the  fault  of  those  intrusted  with  its  execution  rather  than 
of  the  system  which  has  stood  the  test  of  actual  trial. 

The  necessary  orders  will  be  issued  to  carry  into  effect  the  recommendations  and  sug- 
gestions of  the  board 

William  C.  Endicott, 

Secretary  of  War. 


[Circular.] 

War  Department, 
Washington,  D.  C,  February  15, 1889. 

The  report  of  the  Board  on  Business  Methods  upon  the  subject  of  "Correspondence" 
has  been  approved  and  a  copy  transmitted  to  the  chairman  of  the  select  committee  ap- 
pointed under  the  resolution  of  the  Senate  of  March  3,  1887,  to  inquire  into  and  exam- 
ine the  methods  of  business  and  work  in  the  Executive  Departments,  etc. 

When  copies  of  the  report  shall  have  been  received  from  the  Public  Printer,  chiefs  of 
bureaus  will  require  the  report  to  be  studied  by  those  employed  upon  work  of  the  kind 
treated  of  in  the  report,  and  will  put  into  execution  the  various  recommendations  and 
suggestions  in  such  order  as  will  prevent  confusion.  As  the  success  of  the  system  in  the 
matter  of  speed  depends  to  a  great  extent  upon  the  rapidity  with  which  papers  are 
moved,  when  ready,  in  rooms,  sections,  and  divisions,  the  half-hourly  mail  messenger  serv- 
ice, required  by  orders  of  the  18th  ultimo,  will  be  put  into  operation  in  all  of  the  di- 
visions and  subdivisions  of  the  Department. 

Requisitions  will  be  made  upon  the  Public  Printer  for  the  necessary  blanks  and  books 
to  carry  out  the  recommendations  and  suggestions,  and  estimates  will  be  submitted  of 
the  number  of  Cabinet  letter  files  required  in  each  office.  Before  orders  are  given  for 
such  letter  files,  the  indexes  to  letters  received  for  the  year  1888  will  be  carefully  stud- 
ied to  determine  the  proper  alphabetical  and  subject  arrangement,  as  suggested  by  the 
board. 

These  orders  will  be  carried  into  effect  as  soon  as  printed  copies  of  the  report  are  re- 
ceived. 

William  C.  Endicott, 

Secretary  of  War. 

[Note.— The  regrimental  medical  records  on  file  in  the  Adjutant  General's  office  were  transferred 
to  the  Surgeon  General's  oflBce  to  be  card  indexed,  under  orders  from  the  Secretary  of  War,  dated 
February  19,  1889.] 


Exhibit  A. 

INSTRUCTIONS   FOB    KEEPING   THE  RECORDS  AND    TRANSACTING   THE 
CLERICAL  BUSINESS  OF  THE  WAR  DEPARTMENT. 

War  Department, 
Washington,  October  1,  1870. 
The  following  extracts,  from  the  report  of  a  board  appointed  to  examine  into  the 
methods  of  keeping  the  records  and  transacting  the  clerical  businessof  the  War  Depart- 
ment, are  published  for  the  strict  observance  of  the  bureaus  and  offices  of  the  Depart- 
ment, from  and  after  the  1st  day  of  January  next,  and  no  departure  from  the  system 
herein  prescribed  will  be  made  without  special  authority.  Application  for  information 
upon  subjects  referred  to  or  omitted  in  this  pamphlet,  or  for  any  special  modification  of 
its  requirements,  will  be  addressed  to  the  chief  clerk  of  the  War  Department. 

William  W.  Belknap, 

Secretary  of  War, 

CLASSIFICATION   OF  OFFICE  BUSINESS. 

All  the  clerical  business  of  an  executive  bureau,  or  military  office,  is  comprehended 
within  the  terms  "letters  received"  and  "letters  sent;"  and  all  action  upon  official 
papers  is  either  of  a  record  or  executive  character. 

DEFINITION   OF   "LETTERS  RECEIVED." 

"Letters  received"  consist  of  written  or  printed  communications  coming  into  the  bu- 
reau, whether  in  the  guise  of  a  formal  letter,  an  indorsement  upon  a  letter,  a  memoran- 
dum, a  numbered  or  unnumbered  circular,  general  or  special  order  in  any  way  relating 
to  the  business  of  the  bureau,  an  unofficial  or  informal  communication  upon  official  mat- 
ters, if  it  be  necessary  or  proper  to  be  recorded,  a  memorandum  made  in  the  office  of  any 
verbal  communication  of  which  a  record  should  exist,  and,  generally,  of  any  commu- 
nication reaching  the  bureau  to  which  future  reference  inay  become  necessary  or  desirable. 

DEFINITION  OF    "LETTERS  SENT." 

"Letters  sent"  consist  of  all  communications  of  the  foregoing  character  issued  from 
the  bureau. 

RECEPTION  AND  DISTRIBUTION   OF  MAIL  MATTER. 

All  communications  received  by  mail  or  messengers  should  be  opened,  read,  and  pencil- 
marked  for  distribution  to  the  proper  officials  by  persons  especially  designated  for  the 
purpose,  who  should  be  familiar  with  the  business  of  the  bureaus  and  the  particular 
duties  of  each  of  its  officers  and  principal  employes. 

Such  papers  as  are  not  of  an  urgent  or  special  character  should  be  folded,  briefed,  and 
recorded  as  herein  described,  after  which  they  should  be  distributed  for  executive  action 
as  indicated  by  the  receiver.  Papers  requiring  immediate  action  should  be  briefed  and 
recorded  at  the  first  opportunity. 

The  communications  should  be  folded  as  nearly  as  possible  to  a  uniform  size,  the 
standard  being  an  ordinary-sized  letter  sheet  folded  from  bottom  to  top  in  three  equal 
parts.  Whenever  a  communication  covers  all  sides  of  the  sheet  upon  which  it  is  written, 
leaving  no  room  for  briefing  or  indorsing,  or  where  the  paper  can  not  be  folded  to  a  proper 
size,  a  half-sheet  of  letter-size  paper  may  be  fastened  to  it;  but  in  no  case  should  any 
loose  wrapper  be  placed  around  an  official  paper.  Loose  wrappers  on  which  briefs,  in- 
dorsements, or  office-marks  have  been  placed  by  officials  not  belonging  t^  the  War  De- 
partment should  be  fastened  to  the  papers  upon  receipt  in  the  bureau. 

139 


140 

•'briefing"  of  letters  received. 

A  "brief"  of  every  official  communication  received  should  be  indorsed  upon  its  first 
or  upper  fold,  exhibiting  the  place  where  the  letter  was  written,  the  date  of  the  com- 
munication, the  name  or  official  designation  of  the  writer,  or  the  title  of  the  Department, 
bureau,  office,  court,  etc.,  whence  the  communication  proceeds,  and  a  synopsis  of  the 
contents  or  subject  of  the  letter.  Everything  of  importance  should  appear  in  the  larief; 
but  prolixity  in  the  description  of  places,  the  titles  aud  offices  of  persons,  and  in  the 
summary  of  contents,  should  be  avoided.  For  instance,  in  briefing  communications 
from  a  large,  well-known  city,  it  is  unnecessary  to  add  the  name  of  the  State;  in  de- 
scribing the  writer,  or  a  person  named,  no  other  title  and  offices  than  those  immediately 
concerned  in  the  letter  need  be  given;  and  dates,  names,  titles,  aud  offices,  or  mere  inci- 
dentals of  no  importance  should  be  omitted.  In  cases  where  the  location  of  a  person, 
office,  or  institution  is  permanent  and  well  known,  or  where  location  is  of  no  importance 
whatever,  the  brief  need  only  exhibit  the  date,  name  of  writer,  aud  purport  of  the 
letter. 

Communications  from  official  personages  on  matters  relating  to  the  business  of  their 
offices  should  not  be  briefed  in  their  individual  names,  but  either  by  their  official  titles 
or  the  names  of  the  offices  of  which  they  are  in  charge  or  in  which  they  are  serving. 
The  annexed  examples  will  serve  to  illustrate  the  proper  method  of  briefing  official  com- 
munications. 

Whenever  the  amount  of  business  in  a  bureau  is  sufficient  to  warrant  such  a  provision, 
a  certain  proportion  of  its  clerical  force  should  be  habitually  employed  in  briefing  the 
communications  received,  thus  insuring  greater  accuracy  and  expedition  than  could 
otherwise  be  secured. 

No  communication  properly  briefed  should  be  again  briefed  in  the  same  or  any  other 
office,  upon  any  other  fold  of  the  paper;  nor  should  any  addition  be  made  to  a  brief  ex- 
cept to  correct  errors  or  supply  omissions. 

Indorsements,  reports,  or  letters  attached  from  time  to  time  to  the  original  commu- 
nication should  not  be  regarded  as  requiring  any  additional  briefing. 

The  date  of  receipt  of  each  communication  should  be  noted  in  ink  near  the  bottom 
of  the  briefing  fold. 

recording  of  letters  received. 

When  a  letter  received  has  been  briefed  it  should  be  entered  in  a  record  book  kept  for 
the  purpose.  The  forms  of  the  various  record  books  lor  letters  received  are  illustrated 
in  the  Appendix.  The  record  books  for  the  various  descriptions  of  letters  received  should 
be  classified  as  follows: 

(1)  Applications  for  office,  embracing  all  communications  received  from  or  relating  to 
applicants  for  appointment  or  employment  in  the  public  service. 

(2)  Officers,  agents,  and  employes,  embracing  all  communications  received  relating  in- 
dividually  to  persons  employed  in  the  public  service  by  commission  or  appointment, 
under  the  direction  of  the  bureau,  from  their  original  entry  into  the  service  to  their  final 
discharge  therefrom. 

(3)  Claims,  embracing  all  communications  received  relating  to  demands  upon  the 
United  States  for  payment  for  supplies  taken  or  furnished  and  for  services  rendered;  aud 
for  the  restoration  of  private  property  taken  or  used  by  the  Government  or  its  officers. 

(4)  Contracts,  embracing  all  communications  received  relating  to  contracts  or  other 
agreements  for  supplies  to  be  furnished,  services  to  be  rendered,  or  work  to  be  performed 
on  the  public  account. 

(5)  Accounts  and  returns,  embracing  all  communications  received  relating  to  the  sums 
on  deposit  in  the  national  Treasury  to  the  credit  of  the  bureau,  and  of  the  amounts 
drawn  therefrom  to  carry  on  the  public  service,  and  to  the  accounts  and  returns  exacted 
from  persons  intrusted  with  or  receiving  public  moneys  for  distribution  or  expenditure, 
or  public  property  for  use  or  issue  to  others,  including  the  accounts  and  returns  them- 
selves. 

(6)  General  and  miscellaneous,  embracing  all  communications  received  involving  the 
issuance  of  suitable  orders,  instructions,  and  regulations  for  an  efficient  and  economical 
administration  of  the  public  service;  the  preparation,  procurement,  and  distribution  of 
suitable  official  and  professional  publications;  the  preparation  of  yearly  estimates  of  the 
sums  re<iuired  for  the  public  service  for  the  fiscal  year  ensuing;  the  procurement  of 
needed  supplies  for  the  public  service,  and  their  distribution  to  the  points  where  tney 
are  required  lor  use  or  consumption;  the  creation,  procurement,  improvement,  and  pres- 
ervation of  necessary  public  buildings,  grounds,  and  works;  the  disposition  of  surplus  or 
unserviceable  public  property,  and  the  preparation  and  submission  of  a  yearly  report  of 
operations  for  the  information  of  the  proper  authorities. 

A  record  book  lor  letters  received  should  be  large  enough  to  contain  the  entries  of  one 


[ 


141 

or  more  calendar  years,  but  no  such  books  should  commence  or  terminate  in  any  frac- 
tional part  ot  a  year. 

Continuous  numbers,  beginning  with  the  first  and  terminating  with  the  last  entry  for 
a  year,  should  be  attached  to  the  entries  in  the  book  and  placed  upon  the  papers. 

Communications  should  be  successively  entered  in  the  order  of  their  receipt;  but  if 
the  daily  number  of  such  communications  be  larger  than  one  clerk  can  enter,  the  record 
book  should  be  divided  into  two  volumes — odd  numbers  being  attached  to  the  entries  in 
one  volume,  and  even  numbers  to  the  entries  in  the  other.  If,  as  is  contemplated,  the 
work  of  the  entry  clerk  be  restricted  to  a  simple  entry  of  the  paper,  the  placing  of  the 
entry  number  upon  it,  and  notation  in  the  book  of  the  action  taken  upon  the  papers  en- 
tered, no  more  than  two  volumes  are  likely  to  be  required  for  any  one  of  the  six  pre- 
scribed classes  of  record  books;  but  such  books  can  be  divided  into  as  many  volumes  as 
may  prove  to  be  necessary,  each  of  the  volumes  being  distinguished  by  a  letter  of  the 
alphabet,  which  will  also  be  noted  on  the  papers  entered  in  the  volume.  For  instance, 
should  it  be  necessary  to  divide  the  record  book  of  *'  general  and  miscellaneous  letters  re- 
ceived "  for  the  year  1871  into  four  volumes,  the  thirty-fifth  paper  entered  in  the  third 
volume  would  be  known  as  "35,  C,  1871,"  which  designation  should  be  noted  in  colored 
ink  above,  below,  or  between  the  spaces  of  the  brief  of  contents,  accompanied  by  some 
simple  indication  of  the  bureau,  such  as  A.  G.,  P.  M.  G.,  Eng.,  etc.  It  will  not  be 
necessary  to  add  any  notation  of  the  particular  class  of  record  book  in  which  a  paper  has 
been  entered,  as  the  subject  of  ihe  communication  will  be  a  sufficient  indication  to  any 
person  familiar  with  the  classification  of  the  record  books,  and  all  papers  which  do  not 
manifestly  belong  to  any  other  set  of  books  will  necessarily  be  entered  in  the  '''general 
and  miscellaneous  "  books  of  record. 

No  communication  should  be  recorded  in  more  than  one  record  book  in  the  same  bu- 
reau, unless  more  than  one  class  of  record  business  is  involved  in  it,  in  which  case  entries 
of  so  much  of  its  subjects  and  the  action  upon  it  as  relate  to  other  record  divisions  may 
be  made  in  the  books  of  those  divisions,  and  proper  notations  thereof  placed  upon  the 
paper. 

No  communication  exhibiting  the  notation  of  a  previous  entry  should  be  again  entered 
in  the  same  class  of  record  books,  unless,  for  special  reasons,  it  becomes  necessary  or  de- 
sirable to  transfer  a  remote  entry  to  one  of  current  date.  All  indorsements,  reports,  re- 
marks, or  directions  attached  to  a  communication  that  has  been  entered,  sent  from,  and 
returned  to  the  bureau  should  be  regarded  as  a  part  of  the  original  paper,  and  should  not 
be  separately  recorded  and  numbered;  and  separate  communications  relating  to  one 
particular  case,  though  independently  recorded  and  numbered,  should  be  collected  and 
filed  all  together,  both  for  the  sake  of  convenience  and  to  insure  a  full  umlerstindmgof 
the  case  whenever  taken  up  for  action,  notation  being  made  on  the  subsequent  papers, 
and  against  their  entries  on  the  record  books,  that  they  are  filed  with  the  first  communi- 
cation upon  the  case.  Papirs  inclosed  in  a  communication  received  should  have  a  nota- 
tion of  the  entry  number  assigned  to  such  communication  placed  upon  them,  all  useless 
fly-leaves  being  first  taken  off". 

To  insure  proper  indexing,  a  communication  not  received  direct  from  the  writer  should 
be  entered  in  the  record  book  in  the  name  of  the  last  intermediate  sender;  the  name  of 
the  writer  then  appearing  in  the  body  of  the  entry. 

Should  the  number  of  cas^s  falling  under  any  one  of  the  before-named  classifi:'ations 
not  justify  their  separation  from  the  other  records,  that  particular  classification  may  be 
omitted,  and  the  cases  recorded  under  some  other  class.  In  the  event  stated,  matters 
pertaining  to  classes  1,  2,  3,  4,  5  may  be  recorded  in  the  same  books  as  those  of  class  (j 

EXECUTIVE  ACTIOX   UPOX   LETTERS  EECEIYED. 

When  communications  received  have  been  entered  in  the  proper  record  books,  and  the 
required  notations  have  been  made  upon  them,  they  are  to  be  distributed  throughout 
the  bureau  for  executive  action;  pencil  memorandums  of  the  distribution  to  be  made  in 
the  record  book  at  the  time,  and  removed  upon  the  return  of  the  papers  to  the  recorders. 

The  first  executive  action  upon  any  case  which  has  not  manifestly  arisen  tor  the  first 
time  should  be  to  ascertain  from  the  records  what  has  previously  been  done  concerning 
it,  and  in  all  cases  of  importance  inquiry  should  be  made  respecting  the  rules  previously 
followed  in  similar  cases. 

Any  information  on  the  records  of  the  bur<^au,  or  in  possession  of  any  official  thereof, 
relating  to  a  case,  should  be  called  for  by  the  particular  officer  or  olerk  to  whom  it  is 
referred  for  action,  either  verbally  or  by  a  written  memorandum  detached  from  the 
papers,  and  furnished  in  the  same  manner,  no  official  reference  or  recording  being  nec- 
essary or  desirable  in  communications  between  .subdivisions  of  the  same  bureau.  Inqui- 
ries of  an  oft-recurring  nature  should,  as  far  as  possible,  be  made  and  answered  upon 
printed  forms  prepared  for  office  use,  thu^  saving  time  and  insuring  the  same  amount  of 


142 

information  in  each  case,  independently  of  the  memory  of  inquirer  and  searcher.  These 
memorandum  reports  should  be  preserved  for  future  reference,  being  placed  in  an  in- 
dorsed envelope  and  filed  with  the  papers  in  the  case;  but  they  should  not  be  permitted 
to  leave  the  bureau. 

A  report  upon  any  case  required  by  a  superior  oflScial  from  one  of  his  assistants  in  the 
bureau  should  generally  be  adopted  and  used  by  him  so  far  as  to  place  or  found  his  own 
remarks  and  views  upon  it;  but  should  the  superior  officer  prefer  that  the  report  and 
remarks  upon  any  case  should  appear  wholly  over  his  own  name  or  signature,  the  report 
of  the  assistant  should  be  regarded  as  a  memorandum  for  the  information  of  his  chief, 
and  should  not  be  recorded  or  sent  out  with  the  papers  in  the  case. 

Correspondence  between  the  bureaus  of  the  War  Department  with  other  executive 
bureaus  maintaining  intimate  official  relations  with  that  Department,  and  with  the  De- 
partment itself,  the  Army,  and  others,  should,  whenever  convenient,  expeditious,  and 
proper,  be  conducted  by  indorsement  upon  the  papers  pertaining  to  the  case  under  con- 
sideration; but  if  the  record  of  a  case  in  the  entry  book  be  not  regarded  as  sufficient;  if 
it  is  not  considered  advisable  to  intrust  the  papers  or  any  part  of  the  information  con- 
tained thereinto  other  parties;  if  it  be  more  convenient,  useful,  and  proper  to  communi- 
cate by  letter,  order,  circular,  or  memorandum,  or  if  any  other  good  reason  exist,  a  de- 
parture from  this  general  rule  is  allowable. 

When  indorsements  are  used  they  should  be  written,  successively,  crosswise  upon  the 
folds  of  the  communication,  additional  sheets  of  paper  being  pasted  on  as  required,  and 
suitable  margins  being  left  on  each  fold  for  the  purpose.  Reports  aud  remarks  of  con- 
siderable length  may  be  written  on  seperate  letter-sheets  and  fastened  inside  the  com- 
munication, a  note  of  the  fact  being  made  beneath  the  last  indorsement.  Simple  refer- 
ences of  papers  by  indorsement,  as  well  as  reference  for  "report"  or  *' remark"  only, 
should  be  made  according  to  a  set  form  of  phraseology,  to  save  the  necessity  of  recording 
them  at  length  in  the  books  of  letters  sent. 

Indorsements,  as  well  as  letters,  addressed  to  public  officers  on  the  business  of  their 
offices,  should  designate  them  by  their  official  titles  rather  than  their  individual  names, 
as  illustrated  hereinafter. 

Copies  of  original  papers  should  not  be  unnecessarily  multiplied.  Except  in  special 
cases,  the  record  kept  in  the  bureau  of  original  papers  temporarily  or  permanently  seut 
out  is  sufficient  for  reference.  Originals  referred  to  other  executive  bureaus,  and  not 
likely  to  be  sent  away  from  the  seat  of  government,  can  always  be  referred  to  or  recalled 
if  required.  Full  copies  of  all  the  papers  in  a  case  need  not  be  made  when  partial  copies 
or  extracts,  covering  the  particular  points  involved  at  that  stage  of  progress,  will  answer 
the  purpose  as  well,  or  when  the  case  can  be  sufficiently  presented  in  a  letter  framed 
from  the  original  papers  and  unaccompanied  by  copies. 

Copies  of  papers,  as  well  as  originals,  should  be  written  on  both  sides  of  the  paper  used, 
unless  it  is  probable  that  the  matter  contained  therein  is  to  be  printed. 

Communications  addressed  to  the  bureau  upon  matters  which  do  not  fall  within  its 
jurisdiction  should  be  recorded  and  referred  to  the  proper  office,  no  acknowledgment  of 
the  receipt  of  such  communications  frofia  the  writer  being  required  except  in  special 


Communications  apparently  referred  for  disposition  to  the  bureau  by  persons  whose  pub- 
lic stations  render  them  liable  to  be  addressed  upon  various  subjects  by  various  parties, 
and  which  communications  do  not  in  themselves  appear  to  require  any  correspondence 
with  the  writers,  are  not  of  necessity  to  be  acknowledged  or  replied  to  at  length,  except 
upon  request  of  the  forwarder,  or  unless  it  be  manifestly  proper  to  communicate  with 
the  forwarder  upon  the  subjects  concerned. 

Acknowledgments  of  communications  received  need  not  be  sent  except  in  special  and 
important  cases;  nor  need  answer  be  made  to  communications  upon  matters  which,  since 
the  date  of  the  communication,  and  during  its  absence  from  the  bureau,  have  been  settled 
upon  other  papers,  or  otherwise. 

Detached  briefs,  sometimes  prepared  by  subordinates  to  save  to  their  superiors  the 
time  and  labor  involved  in  the  examination  of  a  complicated  case,  set  forth  in  numerous 
papers,  should  be  terse  and  concise  in  language,  informal  in  style,  stripped  of  all  mere 
verbiage,  confined  to  the  particular  points  of  the  case  then  before  the  bureau  for  action, 
and  should  not,  except  in  special  instances,  be  regarded  as  part  of  the  official  papers  or 
the  permanent  records,  but  filed  as  memoranda. 

Whenever  a  case  requiring  action  extends  through  several  papers,  the*papers  should, 
with  the  aid  of  an  elastic  band  or  office  tape,  be  always  so  arranged  by  the  clerks  into 
whose  hands  they  come  for  action  as  to  present  to  view  the  briefs  of  writers  and  con- 
tents of  the  principal  communications  in  the  order  of  their  dates,  the  inclosures  pertain- 
ing t«  each  paper  being  contained  within  it,  except  such  as  it  may  be  desirable  to  with- 
draw, indorse,  and  arrange  among  the  principal  papers. 

Notations  of  the  date  or  number  of  all  letters,  orders,  circulars,  memorandums,  or 
other  communications  issued  from  the  bureau,  should  be  placed  on  the  papers  upon 


143 

which  such  communications  are  based  in  small  characters  and  in  colored  ink,  upon  the 
first  or  briefing  fold  of  the  paper,  thus  enabling  an  executive  officer,  or  other  person  ex- 
amining the  paper,  to  see  at  a  glance,  or  to  ascertain,  what  action  or  attention  the  case 
has  already  received. 

Communications  referred  by  a  superior  to  a  subordinate  officer,  for  such  action  as  the 
subordinate  may  deem  proper,  do  not  require  any  formal  indorsement  or  signature  aa 
authority  for  the  latter  to  act  upon  them,  but  all  instructions,  calls  for  information,  or 
information  given,  should  be  attested  by  the  signature  or  initials  of  the  sunerior  officer 
or  one  of  his  assistants.  • 

KECOKDING  OF  LETTERS  SENT. 

A  record  book  of  letters  sent,  divided  into  as  many  volumes  as  may  be  necessary, 
should  be  kept  in  connection  with  the  record  books  of  letters  received,  in  which  should 
be  recorded  in  full  all  communications  issued  from  the  bureau,  except  simple  indorse- 
ments of  reference  for  action,  report,  or  remark,  and  regular  series  of  orders,  of  which 
sets  are  separately  kept  on  file.  Should  the  business  of  any  one  class  of  records  demand 
it,  a  separate  book  of  letters  sent  may  be  kept  for  that  class. 

Such  letters  sent  as  are  of  a  purely  routine  character,  and  of  frequent  recurrence,  should 
be  prepared  upon  printed  forms,  designated  by  numbers  or  otherwise,  in  which  case  only 
the  manuscript  portions  of  the  letter,  with  the  designation  of  the  form  affixed,  need  be 
recorded. 

Brief  descriptive  headings  should  precede  the  entry  of  such  indorsements  as  do  not 
within  themselves  set  forth  the  names  of  persons  and  things,  or  the  subject  concerned, 
sufficiently  for  indexing  purposes. 

To  facilitate  the  dispatch  of  busfness,  either  the  first  draught  of  a  communication,  duly 
corrected,  or  a  rough  or  press  copy  of  the  signed  communication,  should  be  retained  for 
entry  in  the  book  of  letters  sent,  and,  after  being  recorded,  such  drafts  or  copies  can  be 
filed  within  the  letters  received  on  which  they  are  based,  or  preserved,  if  desired  in  any 
other  manner. 

All  names  in  the  brief  of  an  indorsement  or  report,  or  in  the  body  of  a  communica- 
tion, recorded  in  the  letter  book,  which  require  to  be  indexed,  should  be  underlined  by 
the  recorders. 

The  entry-marks  of  the  letters  received,  upon  which  a  communication  issued  from  the 
bureau  is  based,  should  be  noted  in  the  margin  of  the  record  book  of  letters  sent. 

INDEXING. 

A  yearly  alphabetical  index  should  be  kept  up  from  day  to  day  in  connection  with  each 
record  book  of  letters  received  and  sent;  but  a  separate  index  need  not  be  kept  for  each 
volume  of  a  book  divided  into  volumes  as  before  described.  The  index  should  contain 
the  names  of  all  persons  and  things  appearing  in  the  record  book,  as  the  writers,  the  re- 
ceivers, or  the  subjects  of  the  communications  recorded  therein,  no  name  being  entered 
more  than  once.  Following  each  name  in  an  index  of  letters  received  should  appear  the 
numbers  of  all  communications  received  from  or  relating  to  the  person  or  thing  concerned 
(space  being  provided  for  the  purpose),  the  numbers  of  the  communications  in  which  the 
name  appears  in  the  body  of  the  letter,  and  not  as  the  writer,  being  distinguished  by 
the  use  of  colored  ink.  In  the  indexes  of  letters  sent  the  numbers  should  refer  to  the 
pages  of  the  record  book  on  which  the  communications  are  transcribed. 

To  facilitate  searches  for  names  under  each  letter  of  the  alphabet,  where  the  number 
of  entries  are  great,  the  names  may  be  arranged  according  to  the  first  letter  following  the 
initial  letter,  under  subdivisions  corresponding  with  the  five  vowels  of  the  alphabet. 

A  copious  index  of  subjects  of  general  interest,  or  involving  principles  applicable  to 
similar  cases  likely  to  arise  hereafter,  should  be  compiled  from  individual  cases  after  they 
have  been  recorded  in  the  entry  books  and  have  received  the  action  of  the  proper  authori- 
ties. This  index  should  extend  to  the  business  ot  the  entire  bureau,  and  should  embrace 
the  records  of  as  many  unbroken  years  as  is  consistent  with  convenience  of  size  and  hand- 
ling. The  design  of  this  book  of  reference  is  to  aid  in  securing  uniform,  just,  and  speedy 
decisions  upon  certain  classes  of  cases  of  frequent  occurrence,  which  might  otherwise  re- 
quire, each  ot  them,  a  lengthened  search  and  study  of  principles,  authorities,  and  prece- 
dents.    Great  care  should  be  given  to  the  preparation  and  keeping  of  this  index. 

Illustrative  examples  of  the  various  kinds  of  indexes  for  record  books  of  letters  received 
are  hereunto  appended.  These  indexes  should,  when  necessary,  be  kept  by  clerks  espe'^ 
cially  assigned  to  that  duty,  to  whom  rough  memorandums  of  names  and  entry  numbers, 
in  the  order  of  their  entry,  should  be  handed  by  the  recorders. 

MEMORANDUM  BOOKS. 

Memorandum  books,  simple  in  design  and  inexpensive  in  character,  may  be  used  to 
aid  in  the  dispatch  of  current  busine^  or  for  ready  reference  to  particular  classes  of  in* 


144 

formation,  but  they  should  uot  he  multiplied  beyond  strict  necessity,  allowed  to  accu. 
mulale  in  course  of  time,  or  permitted  to  absorb  much  of  the  clerical  lalDor  of  the  bureau; 
nor  should  they  be  regarded  as  a  part  of  the  permanent  records,  and  no  file-numbers  or 
notations  connected  with  such  books  should  be  placed  upon  official  papers. 

HANDWRIXINQ  AND  WRITING  MATERIALS. 

Xo  other  writing  fluids  than  good  black  and  red  inks  should  be  sanctioned,  and  copy 
lag  ink  should  be  used  only  for  letter-presses. 

Handwriting  in  record  books  and  on  official  papers  should  be  plain  and  of  good  size, 
flourishing  and  ornamental  writing  being  especially  avoided  and  forbidden.  Proper 
names  should  always  be  written  with  especial  care. 

BRIEFINO. 
Class  1. 


JAMES  W.  SMITH, 
First  Lieutenant,  12th  Infantry. 


ASSISTANT  QUARTERMASTER. 


By  Senator  Newton,  Indiana. 

Representative  Sinclair,  Indiana. 
Judge  Trimble,  Indiana. 
Ex-Governor  Oldham,  Maine. 
General  Ricliard  Tompkins  et  ah 


(Three  inclosures.) 


[XoTE. — To  be  indexed  under  name  of 
applicant;  also  under  Q—" '(Quartermas- 
ters. "J 


MORTON  S.  JONES, 
Minnesota. 


FORAGE  MASTER,  FORT  PEMBINA. 


By  Captain  Platt,  A.  Q.  M. 
Hon.G.  S.  Hudson. 
Postmaster  Hill. 
Citizens  and  Merchants  of  Pembina. 


[Note,— To  be  indexed  under  name  of 
applicant  and  under  F— "Forage  Mas- 
ters."] 


B.  FRANKLIN  HALL, 
iMte  Sergeant,  Massachusetts  Volunteers. 


CLERKSHIP,  WAR  DEPARTMENT. 


By  Senators  and  Representatives. 
Officers  of  Regiment. 
General  Labau,  Deane,  et  aJ. 

G.  W.  SCHOULEB,  &c. 


[Note.— To  be  indexed   under  H — 
'Hall,"  and  C— "Clerkships."] 


STEPHEN  SHARPE, 
New  Hampshire. 


COHMISSIONER,  OHIO  WAR  CLAIMS. 


By  the  Senators  and  Representatives, 
United  States  Officers,  and  principal 
State  Officers  of  New  Hampshire. 


I  Note.— To  be  indexed  under  S.  and  O.] 


145 


Class  2. 


Tuscaloosa, 

Jamiary  20  1870. 


ALABAMA,  Western  district  of. 
(United  States  attorney). 


Requests  that  Thos.  H.-  Robinson,  Q. 
M.  agent  at  Selma,  be  sent  to  him  as  a 
witness  in  case  of  "The  United  States 
vs.  Geo.  Hayfieid  and  others." 


[Note.— To    be  indexed    under  A,   R, 
and  H.] 


Alsatia,  Wisconsin, 

September  13, 1870. 


NORTH-GERMAN  CONSULATE. 


Requests  infornaation  concerning  Pri- 
vate William  Schmidt,  Company  F,  97th 
Massachusetts  Volunteers. 

[One  inclosure.] 


[Note.— To  be  indexed  under  N  and  S,] 


St.  Louis, 
May  16,  1870. 


SOUTHWEST,  Department  of. 
(Medical  director.) 


I  Recommends  transfer  of  jNIajor  Charles 
Ftsher,  Depot  Commissary,  to  an  east- 
I      ern  station,  on  account  of  ill-health. 


[Note.— To  be  indexed  under  S  and  F.] 


17958 10 


February  15, 1870. 
QUARTERMASTER-GENERAL. 


Recommends  that  Capt.  Williain  S. 
Thom.pson,  post  quartermaster  at 
Portland,  Oregon,  be  relieved  by 
Capt.  Richard  Belden,  A.  Q.  M.,  and 
ordered  to  report  to  the  Quartermas- 
ter-General. 


[Note.— To    be  indexed    under  Q,  T, 
and  B.] 


146 

Class  2. 


October  29,  1870.     [ 


JUSTICE,  Department  of. 


Opinion  on  application  of  Surgeon  I 
Thomas  Smilie,  U.  S.  Army,  to  be  ad-  I 
vanced  in  grade  anion};  the  otlicers  of  j 
his  corps,  that  the  !upplioant  has  no  , 
legal  right  to  such  advancement. 


[Note.— To  be  indexed  under  J.  and  S.] 


April  30,  1870. 
CLAIMS,  Court  of. 


Requests  address  of  Chaplain  William 
Goddard,  3Gth  Rhode  l.sland  Volun- 
teers. 


[Note.— To  be  indexed  under  C  and  G. 


New  Orleans, 

September  16,  1870. 


LOUISIANA,  State  of. 
(Levee  Commission.) 


Resolution  requesting  assignment  of 
Major  Lawrence  If.  Abbott,  Corps  of 
Engineers,  to  the  work  at  "  North- 
west Pa.ss"  on  account  of  his  famil- 
iarity therewith. 


[Note.— To  be  indexed  under  Ij — 
("Louisiana"  and  "Levee  Commis- 
sion,")  A.  and  N.] 


Fort  Humboldt, 

October  7,  1870. 


NEVADA,  District  of. 
(Judge- Advocate.) 


Submits  formal  charges  against  Capt. 
Lytnan  Bradford,  46th  Infantry,  and 
recommends  his  trial  by  court-martial. 


[Note.— To  be  indexed  under  N  and  B.] 


147 

Class  2. 


Chkyenne, 

March  7, 1S70. 


WYOMING,  Governor  of. 


i  Requests  that  Col.    Charles  G.  Goraon^ 

i  15th  Cavalry,  be  continued  on  duty  in 

I  the  Territory  until  Indian  troubles 

!  are  settled. 


rNoTf:.— Tobe  indexed  under  W  and 

G.]    • 


Februaey  29, 1870. 
HOUSE  OF  REPRESENTATIVES. 
(Committee  on  Reconstruction.) 


Requests  copy  of  report  of  Col.  Charles 
H.  JAoyd,  U.  S.  Army,  of  his  inspectio.j 
tour  in  Alabama  and  Mississippi. 


fNoTE.— To  be  indexed  under  H— 
"House  of  Representatives,"  R— "  Re- 
construction Committee,"  L,  A,andM.l 


Boston, 
August  3,  1870. 


ATLANTIC  STEAMSHIP  COMPANY. 


Reports  improper  conduct  of  Jb/iu.Srmi7A, 
clerk  in  equipment  oftice,  on  steamer 
"  Crystal  Wave,"  July  27, 1870. 


[Note.— To  be  indexed  under  Aand  S.] 


July  19, 1870. 

HENRY  W.  JOHNSON, 
First  Lieutenant,  6th  Artille.y. 

PHILIP  J.  STETSON, 

First  LieuterMut,  12th  Cavalry. 


Apply  for  exchange  of  regiAents  after 
1st  pi  September  next. 


[Note.— To  be  indexed  under  J  and  S.] 


148 


Class  3. 


TERRITORIAL  STAGE  COMPANY, 
Atchison,  Kansas. 


Claim  for  horses  impressed  by  United 
States  military  authorities  during  late 
war. 

[Six  inclosures.] 


[Note.— To  be  indexed  under  name  of 
the  company  only.] 


JOSEPH  SLAUGHTER. 
Bullock  County,  Georgia. 


Additional  evidence  in  claim  for  beef- 
cattle  taken  for  United  States  Army 
during  the  war,  presented  by  LitUetoii  & 
Cook,  Washington. 


[Note.— To  be  indexed  under  name 
of  claimant.] 


KNOXVILLE,  City  of, 
North  Carolina.  . 


Application  for  restoration  of  City  Ar- 
mory, captured  during  late  war. 


[Note.— To  be   indexed    under   K- 
"Knoxville,"  and  A— "Armory."] 


INTERNATIONAL  TRADING  CO., 
Charleston. 


Claim  for  cotton  seized  at  Columbia 
and  sold  by  the  United  States. 


[Three  inclosures.] 


[Note.— To  be  indexed  under  name  of 
thecompany,I,andplaceof  capture,  C.J 


149 

Class  3. 


DR.  JAMES  WILSON  YOUNG, 
Allentown,  Illinois. 


Claim  for  medical  services  rendered  at 
recriiitine'  rendezvous  ))el'ore  ai>poiiit- 
ment  in  tlie  medical  start';  referred  for 
remark  bv  Senate  ConiiuitteeoM  Claims, 
Dec.  !G,  1870. 


[Note.— To  be  indexed  under  Y,  S— 
"Senate,"  and  C— "Claims  Committee 
of  Senate."] 


MOORE  &  SKINNER, 
I^aporle,  Minnesota. 


Petition  for  additional  allowance  on 
contract  for  improvement  of  the  St. 
Joe  Rapids ;  referred  by  House  Com- 
mittee on  Commerce,  Alarch  21,  1870. 

[Two  inclosures.] 


[Note.— To  be  indexed  under  M— 
"Moore  &  Skinner."  S— "Skinner  & 
Moore,"  and  "St.  Joe  Rapids,"  H — 
"House  of  Representatives,"  and  C — 
"Commerce  Committee."] 


MISSOURI  CAVALRY,  Fourth  Regi- 
ment. 


Information  relative  to  claim  for  vet- 
eran bounty ;  called  for  by  House  Res- 
olution, July  14.  1870. 


[Note.— To  be  .ndexed  under  M— 
"Missouri  Cavalry,"  H— "House  of 
Representatives,"  and  R— "Resolu- 
tions of  Congress."] 


"  BOONETOWN  WEEKLY," 
Moore  &  Barton,  proprietors. 


Account  for  job  printing  for  the  military 
service  in  1863. 


[One  inclosure.] 


[Note.— To  be  indexed  undername  of 
journal,  B,  and  names  of  proprietors,  M 
and  B.] 


150 

Class  3. 


MRS.  ELIZABETH  JAMTSOX, 

Rocky  Creek,  Virginia. 


Claim  for  damages  to  property  by 
United  States  troops  referred  by  TJiird 
Auditor  for  information,  Sept.  9, 1.^70, 


[Note. — To  be  indexed  under  J  and 
A— "Auditor,  Third."] 


THOS.  J.  SINGLETON,  Heirs  of, 
Marshville,  Louisiana. 


Attention  called  to  claim  for  rent  of 
buildings  occupied  by  United  States, 
by  Hon.  li.  J.  Sannders,  M.  C,  Feb. 
17,  1870. 


[Note. — To  be  indexed  under  name 
of  claimant  and  presenter  of  claim.] 


Class  4. 


New  York, 

January  10,  1870. 

GORDON  IRON-WORKS  COMPANY 

with 

Colonel  Stuart  Thornton,  Corps  of  En- 
gineers. 


Contract  for  :steam-dredge  for  western 
rivers. 


Selma,  Alabama, 

July  23,  1870. 


Dk.  BEVERLY  FORD 

With 
Surgeon  Chas.  Johnson,  U.  S.  A. 


Contract  for  medical  services  for  the 
garrison  at  Selma   till   December   31, 

1870. 


151 

Class  4. 


Baltimork,  I 

A2irU  15,  1870.       I 


SUNDRIES 


to 


Captain  Samuel  Wilcox,  C.  S. 


Purchases  of  canned  fruit  and  vege- 
tables for  sales  to  the  Army. 


Fort  Barker,  Idaho, 

May  17,  1870. 

JOHN  TAYLOR  &  SON 

with 

Captain  Gillelt  M.  Noycs,  A.  Q.  M. 


Contract  for  transportation  of  military 
stores  from  Fort  Barker  to  Camp  Mc- 
Kelvey,  Montana. 


Washington, 
June  20,  1870. 

BROWN  &  SIMS 

with 

Richard  Layton,  disbursing  cle.k. 


Contract  for  stationery  for  next  fiscal 
year. 


Lawtonville,  Florida, 

March  14,  1870. 

THOMAS  GREENFIELD 

to 

Lieutenant  Gerald  Eeilly,  A.  C.  S. 


Purchase  of  anti-scorbutics  for  the  ex- 
peditionary force  employed  against  In- 


dians. 


152 

Class  4. 


FoET  Carter,  Nebr., 

October  10,  1870. 


GEO.  RUSSELL  &  JAS.  S.  TOWERS 

with 
Lieutenant  Sinclair  Jaclsov,  A.  C.  S. 


Contract  to  purchase  hides  of  beef- 
cattle  slaughtered  at  the  post  or  in  the 
vicinity. 


Fort  Marion,  Kansas, 
March  14, 1870. 


RICHARD  SALTER  &  JOHN  ROHR 

with 

Captain  Joseph  Simpson,  A.  Q.  M, 


Contract  for  lumber,  brick,  ^nd  stone 
for  quartermaster's  storehouses. 


Little  Rapids,  Wis.. 
September  19,  1870, 


RANSOM,  Major  George  H„ 
Corps  of  Engineers. 


Reports  delinquency  of  Hardy  &  Sad- 
tier,  contractors  for  blasting  work,  and 
recommends  that  suit  be  brought  on 
their  bond. 


New  York, 

Augujit  31,1870. 

STEAM  COASTING  CO. 

and 

PACIFIC  TRANSPORTATION  CO. 


Give  formal  notice  that  existing  agree- 
ment for  transportation  of  troops  and 
stores  will  be  terminated  September  30, 
1870. 


153 

Class  4. 


Junction  City,  Kans., 

May  31,  1870. 

JOSHUA  RIDER  AND  J.  S.  HILL. 


Proposal  forsupplyins  coal  and  wood 
to  tne  quartenuastoi's  deparlment  m 
Kansas. 


Paris,  June  27, 1870. 
FRAN(;01S  BELLOTE. 


Offers  to  furnish  desiccated  vetreta- 
bles  and  eoiu'cnt rated  meats  for  the  use 
of  the  Army. 


Class  b. 


June  25, 1871. 
TREASURY  DEPARTMENT. 


Warrant  for  appropriations  of  the 
War  Department  for  the  liscal  year 
1871-72. 


Received,  Q.  M.  G.  O.,  June  29, 1870. 
Received,  A.  G.  O.,  June  27,  1870. 
Received,  War  Dep't,  June  26, 1870. 


Nashville, 
September  1,  1870. 

SOUTHWEST— Military  Division. 
(Chief  Commissary  Sub.) 


Estimate  of  subsistence  funds  for  fis- 
cal year  1871 -'72. 


[Three  inclosures.] 


Received,  O.  C.  G.  S.,  Sept.  5, 1870. 


154 

Class  5. 


Fort  Johnson,  Wyoming, 

February  8, 1870. 

RICHARDS,  Lieutenant  William  Gi, 
(Post  Commissary.) 


Account  current  for  January,  1870, 
[Seventeen  inclosures.] 


Received,  O.  C.  G,  S.,  February  20, 1870. 


Newport  Barracks,  Ky., 

June  30, 1870. 

LESLIE,  Captain  Hamilton, 
(36th  Infantry.) 


Property  return  of  detachment  of  re- 
cruits en  route  from  Newport  Barracks 
to  Santa  Fe  for  2d  quarter,  1870. 


[Nine  inclosures. 


[Received,  Q.  M.  G.  O.,  July  6, 1870.] 


St.  Louis, 
May  27, 1870. 

LANGDON,  Captain  Beverly  T., 
(Medical  Storekeeper.) 


Certificate  of  deposit  for  $527.49,  on  ac- 
count of  sales  ot  medical  *nd  hospital 
property. 


[One  inclosure.] 


Received,  S.  G.  O.,  May  30, 1870. 


Wyandotte,  Kansas, 

February  28,  1870. 

YOUNG,  Grandison  TT., 
(late  1st  Lieutenant  29th  Infantry.) 


Incloses  receipt  of  Captain  Maxwell 
Stockton,  A.  Q.  M.,  for  S79.63  deposited  in 
settlement  of  his  accounts  with  the  Gov- 
ernment. 


[One  inclosure.] 


Received,  Q.M.G.O.,  March  6,1870. 


155 


Class  5. 


May  14,  X879. 
ADJUTANT  GENERAL. 


General  Orders  No.  GO,  directing:  that 
property  returns,  except  for  provisions, 
be  hereafter  rendei-ed  (luarterly,  instead 
of  monthly. 


Received,  O.  C.  G.  S.,  May  18, 1870. 


June  16, 1870. 
ADJUTANT  GENERAL. 


General  Orders  No.  73,  prescribins: 
method  of  accountability  for  quarter- 
master's property,  for  post  and  garrison 
use,  in  charge  of  the  guard. 


Received,  Q.  M.  G.  O.,  June  18, 1870. 


Fort  Leavenworth, 

September  30,  1870. 


DIXON,  Lieutenant  Thomas  Z., 
R.  Q.  M.,  11th  Cavalry. 


Explanations  and  additional  vouchers 
for  file  with  his  money  accounts  for 
July,  1870. 


[Eleven  inclosures.] 


Pine  Bluff,  Ark., 
October  3,  1870. 


MELVILLE.  Robt.  Quincy, 
(late  Paymaster  of  Volunteers). 


Applies  for  settlement  of  his  accounts 
under  act  of  Congress  of  June  23, 1870. 


[Twenty-three  inclosures.] 


Received,  P.  M.  G.  O.,  October  13, 1870. 
Received,  A.  G.  O.,  October  10, 1870. 


156 

Class  5. 


January  27, 1870. 
TREASURY  DEPARTMENT. 


Reports  that  remittances  have  been 
made  to  Major  Thomas  Lincoln,  Engi- 
neers, for  $5,600,  and  James  R.  Heuiett, 
engineer  agent,  for  $480.50. 


Received,  Ene;.  Bureau,  January  29, 1870. 


New  Albany,  Ind., 

February  29,  1870. 


JENKINS,  Captain  B.F., 
Depot  Quartermaster. 


List  of  quartermaster's  property  sold 
by  auction  on  the  24th,  25th,  and  26th 
instant. 


Received, Q.  M.  G.  O., March  3, 1870. 


Inventory  and  Inspcclion  report 

of 

CoMMissABY  Property, 

for  which 

Lieutenant  JOS.  G.  GOODWIN, 
57th  Infantry, 

is  responsible. 


Inspected  at  Camp  Garnett,  Ncv.,  on 
August  29,  1870. 


Received.  O.  C.  G.  S.,  September  25, 1870. 


Sax  Antonio,  Texas, 
July  17, 1870. 


FRONTIER,  Department  of  the. 


States,  in  reply  to  letter  of  June  29, 
that  a  board  of  survey  is  now  investi- 
gating the  loss  and  damage  of  ordnance 
stores  turned  over  by  Captain  Thos.  Ed- 
vmrds,  Ordnance  Corps,  to  Lieutenant 
Evan  Bradbury,  Post  Quartermaster  at 
Austin,  for  transportation  to  Ivieutenant 
Duncan  McBride,  Ordnance  Oflicer  at 
Hunter  Barracks. 


157 

Class  6. 


FOET  MUMFORD,  KANS.. 
March  8,  1870. 


CAVALRY,  12th  Regiment. 
(Commanding  Officer.) 


Reports  necessity  for  the  return  of 
some  of  the  detaclied  officers  of  his 
regiment  before  active  operations  be- 
gin. 


[XoTE.— To  be  indexed  under  C  — 
"Cavah-y,  12th  Regiment,"  and  D  — 
"  Detached  officers  of  12th  Cavalry."] 


North  Platte  City,  Nebr., 
April  14, 1870. 


PLATTE,  Sub-District  of. 


Reports  boundaries  of  Fort  JiUiindell 
Militdry  Reservation,  and  recommends 
that  ii  be  officially  declared. 


[Two  inclosures.] 


[Note.— To  be  indexed  under  B— 
"■BUiisdell,  Fort,  Military  Reserva- 
tion," and  P — "'Platte,  Sul>District."J 


May  21).  1870. 


FORT  MURRAY,  Post  of. 
(Commanding  Officer.) 


Reports  conference  with  ^*  Buffalo 
Horn''''  and  other  Indian  chiefs  at  that 
post. 


[Note.— To  be  indexed  under  B— 
*'  Buffalo  Horn;  "  I — "Indian  confer- 
ence at  Fort  Murray,"  and  M — Mur- 
ray. Indian  conference  at  Fort."] 


Boston, 

October  9,  1870. 


FORT  ANDREW,  Post  of. 
(Post  Quartermaster.) 


Requisition  for  stoves  for  use  of  the 
garrison. 


[Note. — To  be  indexed  under  A — 
^''Andrew,  Fort;"  R — "Requisitions 
for  Q,.  M.  stores,"  and  S— "  Stoves."] 


158 

Class  C. 


Washington, 
September 


1870. 


RECORDS  OF  WAR  DEPARTMENT. 
(Board.) 


Report  and  recommendiitioiis  con- 
cerning records  and  business  of  War 
Department  and  Bureaus. 


[Note.— To  be  indexed  undfer-B— 
"Board  on  Records,  &c.;"  R—"  Rec- 
ords of  War  Department,"  and  W— 
"War  Department,  Board  on  Rec- 
ords, «S:c."] 


St.  Louis, 

May  18,  1870. 


TACTICS  AND  SMALL-ARMS, 
(Board.) 


Report  on  breech-loadiiiK  small- 
arms  for  infantry,  cavalry,  and  artil- 
lery. 


[NOTK.— To  be  indexed  under  B — 
"  Board  on  Small-arms"  and  "Breech- 
loading  Sjnall-arms;"  S — "Small- 
arms  Board,"  and  T — "Tactics  and 
Small-arms  Board."] 


159 


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1870. 
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koti    ^'^.'k'i^^'i  a^ 

(L.  B„  p.  78), 

,July9(L.B..p. 
eport  of  P.  M. 
House  Military 

p.  276);  received 
Var,  Sept.  9;  re- 
settlement 1763, 

^1 

ry  form,  and  file- 
ence  made  in  the 
d  book  ;  the  Au- 
book,  and  on  all 
a  book  of  letters 

1 

03 

a 

2J 

eb.  4(L.B.,p.43); 

.  G,  for  informati 

the  Frontier,  A\) 

Secretary   of  W 

ired  Feb.  29  (L.B. 
Mar.  27 ;  Chief  C 
1.  to  investigate  U 
[ay  16;   A.  G.  fori 
ayton,63dKy.Yo 
t.  Clayton,   June 
ditor  for  settlemo 

ttornevs  Mav  3 
Claims,    See  643 

as 

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don 

n 

letters  received,  of  the  ordina 
liis  book  as  above,  and  a  refers 
re  those  of  the  letters-receive 
required  to  be  spread  on  this 
the  first  entry  of  the  cases  in 

O 

I 

§ 
< 

hief  Q.  M.  Dept.  West,  F 
ceived  back  Mar.  18;  A 
from  records  Army  of 
U;  returned   April   18; 
May23(L.B..p.2l8). 
dditional  evidence  requ 
67);  evidence   received 
Southern  Dept.,  April  2 
alty;  report  received  M 
dress  of  Lieut.  Philip  Cli 
May  30;  letter  to   Lieu 
(L.B., p.  118);  Third  Au 
Aug.  19. 

apers  withdrawn   by  a 
presentation  to   Ct.  of 
1870. 
eturned  to  Auditor  Apr 

2cretary  of  War  with  re 
246);  received  back  wi 
General,  Sept.  23;  copit 
Committee,  Dec.  19. 
A,  General,  Aug.  2  (L, 
back  Sept.  3;  Secretarv 
quest  for  §10,550,25  issue 
Oct.  15. 

U                 <                            A. 

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in  a  book  of 
set  forth  in  tl 
trated  here  a 
11  claims  not 
the  index  to 

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§ 

1 

II 

1870, 
Jan. 

Feb. 
Mar. 

Mar. 
May 

July 

1 

!t  of  claims,  sho' 
ction  of  the  Bui 
found.    The  file 
le  Treasury.    T 
book  need  not 

: 

1 

By  whom  pre- 
sented or  re- 
ferred. 

Third  Auditor 

Littleton  & 
Cook,  Wash- 
ington. 

Thomas  L.  At- 
kins &  Co. 

Hon,R.J.Saun- 
der8,M.C.,and 
Third  Auditor 

Adjutant-gen- 
eral of  Mo. 

Second    Comp- 
troller, 

•a 

ii 

1 

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Native  a 
8  can  be 
tied  at  tl 
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igs  at    N 
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Slaughter,  Jose 

International 
ing  Co. 

Singleton,    heii 
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162 

Contract  letters  received. 


Date  of 
receipt 
and  file 
number. 


Mar.  14... 

(74) 

May27... 

(75) 
June  3... 

(7G) 

June  29.. 

(77) 

July  14... 
(78) 


Name  of  contractor 
or  writer. 


Bloomington  Arms 
Company. 


Date  and  subject  of  contract  or  letter. 


KiKGS  Cross,  Mass  , 

March  12. 
Offer  to  purchase  10,0(:0  Spruigfichl 
muzzle-loiiding  rifles  at  appraised 
value. 


April  10. 

Slautrbler,  James G.    Contract  for  brtf-cntlle  at  Fort  Fosdick 
with  Captain  Thomafi  L.  Wyatt,<^.S. 

Junk  2. 

Refers  proposal  of  WHlimn  Hdmmer- 
smilh  i£  Co.  to  attach  their  patent 
pun-shit  Id  to  t  he  fortificat  ions  of  the 
United  States. 

Omaha,  Jnue  24. 

Reports  purchase  oi fire  exli mjuishers 
for  the  (i.  M.  department  at  Omaha 
and  Cheyenne  from  liandall  Fire 
Exlingtiishcr  Company. 

Pi  T-JS  BIT  RG  H ,  July  1 1 . 
Proposals  for  furnishing  iron  hetid- 
blocks  a.ud  iron  raiiint/t;  for  the  na- 
tional cemcleries. 


Engineer  Bureau. ... 


Stansbury.  Capt.  R. 
T.,Po8tQ.M. 


Campbell  &  Bell. 


Action. 


C.  O.  Springfield    Armory 
remark,    March    15;    re- 
turned Mardi  19,  and  of- 
ferdcclined  March  20  (L.  i 
•  B.,  p.  347).  '  ' 

See  page  06,  Ccntruct  Reg- 
ister, 1870.  ■ 


Sec  pi>ge  l.'J7, Contract  Reg- 
ister, 1870. 


Inspector  national  ceme- 
teries remark,  July  15: 
received  back  July  27; 
answered  July  30  (L. B., 
p.  466). 


1G3 


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165 


General  and  miscellaneous  letters  received. 


Date  of 

receipt 
and  file 

Name  of  writer. 

Date  and  subject  of  letter. 

Action. 

number. 

SKPTEMIiER  20,   1870, 

,  Sept.  30 

XorthwestMilitary 

Reports  on   Indians,  post  traders, 

Extracts    for   Interior   De- 

Division,    coui- 

means  of  transportation,  subsist- 

partment,   AV'ar    Depart- 

(5G1) 

nuindiiij,'  oiiicer. 

ence  stores,  quarters,  need  of  re- 

ment, Q,  M.  Gen'l,  C.  G. 

cruits,   Arc.  in   his  comn)and,   as 

Sub.,   Sur}?.    Gen.,    Sup't 

observed  duriny;  his  recent  inspec- 

Rect'K Service,  Oct.  5  (L. 

tion  tour,  and  submits  recommen- 

H., pp.  219-280).     Copy  to 

dations. 

Secretary  of  War  for 
House  Committee  oil 
Military  Aflfairs,  Dec.  27. 

October  U,  1870. 

,  Oct,    15 

Adjutant-General ... 

Refers  requisition  of  Captain  Sam- 

Letter  to  C.  O.,  Allegheny 

vel   Wilkins,   Company   H,    Ninth 

Arsenal,  Oct.  flO,  and  to 

(502) 

Artillery,  for  ordnance  stores. 

October  22,  1870. 

Captain  Wilkins'  (L.  B., 
p.  303). 

Oct.    23 

Post-Offiee  Depart- 

Refers for  remark  petition  of  ofti- 

A.  G.  remark.  October  24; 

ment. 

cers  and   men   at    Fort    Graf/son, 

returned  Oct.  '20;    Q.  M. 

(503) 

Texas,  for  increased  mail   facili- 

G. report,  Oct.  27;  letter 

ties. 

to  P.  M.  G.  Oct.  28. 

November  1,  1870. 

,  Nov.  10 

Cavalry  School, 

Report  of  trials  of  Frinjle^s  siifetij- 

Referred  to  Q.  M.  G.  Nov. 

comma.idant. 

bit. 

12;  returned  Nov.  15;  let- 

(504) 

ter  to  Pringle  Nov.  18  (L. 
B.  038). 

166 

Record  hoolc — Ldlers  sent. 


Henry,  Hon.  Thos,  J., 

Louisville. 


437  (W.  D.)  1870. 
683  (W.  D.)  1870. 


Wyoming,  Gov'r  of. 

79  (A.  G.  O.)  1870. 
See  page  139. 


TFi7Jfcms,Geo.  B., 

1st  Lieut.  12th  Infy. 

63,85  (Q.M.G.)  1870. 
Sec'y   of    War   approved, 
May  20. 

See  page  435. 


Engineer  Officers. 


743  (Eng.)  1870. 


Cavaln/,  C.  0. 12tli  Reg't., 
Fort  Richardson,  Texas. 


407  (Ord.)  1870. 
See  page  296,  Vol.  1, 1869. 


Wau  Department,  Jujie  10, 1870. 
Sir  :  I  am  directed  by  the  Secretary  of  War  to  inform  you, 
in  reply  to  your  letter  of  the  12th  instant,  ti:at  the  applica- 
tion of  Mrs.  lieheccd  Ildrrisou,  of  lientvillc,  for  the  discharge 
of  Corporal  J')yeph  Jiioion,  Co.  M,  27th  Infantry,  has  been 
duly  considered  liy  the  Department,  and  that  tlie  same  can 
not  be  granted  without  prejudice  to  the  public  interests. 
Very  respectfully,  your  obedient  servant, 

Chief  Clerk. 


Indorsement  on  apj)lication  for  continuance  of  Col.  Chas.  G. 
Gordon  in  that  Territory. 

Respectfully  referred  l^y  the  Cieneral  of  the  Army  to  the 
Conunander  of  the  Mil.l>;v.of  tlie  West,  with  authority  to 
grant  this  application,  if  deemed  compatible  witli  the  inter- 
ests of  the  service  and  regarded  as  advisable  in  other  re- 
spects. 


A.G.O.,  il/o)c/tl4,  1870. 


Ass't.  A'ift  Geii'l. 


Report: 

The  case  of  this  officer  is  respectfully  submitted  to  the 
Quartermaster-General,  with  the  report  that  it  appears    * 

X  *  *  * 

It  is  recommended  that    ***** 
Q.M.G.O.,  May  IS,  1870. 


Major  and  Q.  M. 


0:-riCE  Chief  ok  Engineers, 

June  27,  1870. 
Circular:  , 

It  is  ordered  by  the  Chief  of  Engineers  thut  in  future  all 
es<<»i«fes  for  funds  forwarded  to  this  otlice    *    *    *    *    * 

Capt.  of  Eiiy'rs,  LVvH  Lt.  Col. 


Ordnance  Office, 

August  14,  1870, 
Sir  :  The  Chief  of  Ordnance  requests     *      *      *      *      ♦ 
S}iarp*s  breech-load iny  Curliirie      •      •      *      *      * 
Very  respectfully, 

Major  of  Ordnance. 


167 

opfice-marks,  indorsements,  official  addresses,  indexes. 
Illusiraiions  of  the  oJJtce-mny'Jcs  upon  communications  and  their  inclosures. 


746  (Eng.)  1870. 

(Three  inclosures.) 
FILE  WITH  5J9  OF  1869. 

Ans'd  June  2  -,  1870. 

See  letter  to June  30, 1870. 

Copv  of  this,  and  answer  of  June  26, 
1870,furnishedto July  18,1870. 

Submitted  personally  to  the 

August  27,  1870,  and  action  deferred. 

See  letter  to  the 

Sept.  19,  1870. 

S.  0. 316,  par.  3,  Oct.  20, 1870. 

Received,  Eng.  Bureau,  June  21, 1870. 


III. 

746  (Eng.)  1870. 

Extract,  as  indicated  by  red  ink  brack- 
ets within,  furnished  to 

July  18, 1870. 


[Note,— Inolosii res  should  always  be 
numbered  in  the  order  of  their  date,  or 
in  the  order  in  which  they  should  be. 
read.] 


Illustrations  of  memorandum— Envelopes  and  indorsements. 


ENVELOPE. 


.(A.  G.)  187 


Case  of., 


OFFICE 


MEMORANDA,     BRIEFS, 
AND  REPORTS. 


Not  to  be  taken  from  the  files  except 
for  reference,  and  not  to  be  sent  out  of 
the  office. 


Respectfully  referred  by  the  Depart- 
ment Commander  to  the  Commanding- 
Officer  of  the  District  of  the  Plains,  with 
directions  to  order  a  full  investigation 
into  the  circumstances  set  forth  herein 
by  a  competent  staff"  officer  serving  in 
his  command,  whose  report  shall  be  for- 
warded to  these  headquarters  accompa- 
nied by  these  papers. 


AcVg  Asst.  Ailjt.  Geu'l. 
H'dq'rs  Dept.  of  the  West,  Sept.  29, 1870. 

See  report  within. 


Respectfully  forwarded  to  Headquar- 
rers  Military  Division  of  the  Northwest. 


Brig.  Geri'l  Corn'g. 
Il'dq'rs  Dept.  of  the  West,  Oct.  14, 1870. 


Respectfully  returned  by  the  Division 
Coramimderto  the  Commanding-Officer 
of  the  Department  of  the  West.  It  is  not 
deemed  necessary  or  proper  to  apply  to 
Headquarters  of  the  Army,  as  recom- 
mended, for  authority  to  establish  a  per- 
manent military  post  at  Whitestone 
Crossing,  but  suitable  detachments  of 
cavalry  and  infantry  should  be  sent 
there  next  spring  to  remain  till  the  fol- 
lowingwinferand  the  post  quartermas- 
ter at  Fort  Wilson  should  be  directed  to 
forward  requisitions  for  the  necessary 
materials  to  provide  them  with  tempo- 
rary quarters.  Suitable  re)>orts  of  the 
operations  of  these  detachments  are  to 
be  forwarded  for  the  information  of 
these  headquarters. 


H'dq'rs  Mil 


Asst.  Ailjt.  Geri'l. 
.Div.Northwest,Oct.28,]870. 


168 

Official  addresses. 

To  the  Speaker 

of  the  House  of  Reprasentaiivcs, 

Washington. 
To  the  President 

of  the  Senate, 

Washington. 

To  the  Chairman, 

Committee  on  Blilitary  Affairs, 

United  States  Senate. 
To  the  Chairman, 

Joint  Select  Committee  on  Ordnance, 

Washington. 

To  the  Clerk 

of  the  House  of  liepresentatires, 

Washington. 
To  the  President 

of  the  United  States. 
To  the  Honorable 

The  Secretary  of  the  Treasury. 

To  the  Honorable 

The  Attorney-General. 
To  the  Second  Comptroller 

of  the  Treasury. 
To  the  Commissioner 

of  the  General  Land  Office, 
To  the 

Commissioner  of  Pensions. 
To  the  Chief  of  the  Bureau 

of  Yards  and  Docks, 

Navy  Department. 
To  the  Chief  of  the 

Bureau  of  Navigation, 

Navy  Department. 
To  the  Paymaster  General 

of  the  Army. 
To  the  Commissary  General 

of  Subsistence. 
To  the  Clerk  of  the 

Supreme  Court  of  the  District  of  Columbia, 

Washington. 
To  the  Assistant  Attorney  General, 

United  States  Court  of  Claims, 

Washington. 
To  the  Governor 

of  the  State  of  Nevada, 

Carson  City. 
To  the  Secretary  of  State. 

State  of  New  Jersey, 

Trenton. 
To  the  Superintendent  of  Public  Instruction, 

State  of  Illinois, 

Springfield. 
To  the  Clerk  of  the  District  Court, 

Fourth  Judicial  District,  State  of  Texas, 

San  Antonio. 
To  the  Surrogate  of  the  County  of  Kings, 

Brooklyn,  New  York. 
To  the  Mayor  of  the 

City  of  Louisv.'llr. 


169 

To  the  Treasurer  of  the 

Board  of  Public  TT'orAs, 

Ciucinnati. 

To  the  Secretary 

of  the  Atlantic  Woolen  3Iill.% 

Westerly,  Rhode  Island. 

To  the  Presidext 

of  the  Inter  oceanic  f>teamship  Co., 

Wilmington,  North  Carolina. 

To  the  Judge-Advocate, 

General  Co n rt-Martia I, 

Fort  Hamilton,  New  York. 

To  the  Recorder  of  the 

Board  on  Tactica,  Small  Arms,  and  Equipments, 

Rock  Island,  Illinois. 

To  the  Collector  of  Cl'Stoms, 

Bort  of  Philadelphia, 

Pennsylvania. 

To  the  United  States  Attorney, 

Northern  District  of  New  York, 

Buffalo. 

To  the  Commandant, 

United  Stales  Nary  Yard, 

New  London,  Conn. 

To  the  Commanding  Officer, 

Post  of  Fort  Greenlcaf, 

Florida. 

To  the  Depot  Quartermaster, 

Fort  Harker,  Kansas. 

To  the  Post  Commissary, 

Jefferson  Barracks,  Missouri. 

To  the  Assistant  Adjutant-General, 

Headquarters,  Department  of  the  West, 

Fort  Leaven'worth,  Kansas. 

To  the  Chief  Commissary  of  Subsistence, 

District  of  the  P.'ainft, 

Fort  Gibson,  Indian  Territory. 

To  the  Commanding  Officer, 

Company  C.  I'Mh  Regiment  of  Cavalrg, 

Camp  Mansfield,  M.  T. 

Alphabetical  vowel  index. 

Aa. 

Adams,  Capt.  Chas.  J.— 3,  11,  14,  28,  59,  73,  91,  126e 
Accounts  of  Civil  Engineers — 7,  43,  G9. 
Abbott,  Geo.  Wash.— 15,  27,  34. 


Ahrens,  Sam'l  D.— 16,  18,  72. 
Aerial  Navigation  Co.— 116,  243,  376. 
Affrey,  Surgeon  Chas.— 92,  111,  293. 


Aikenside,  Joshua — 142,  234. 
Aides-de-Camp—m,  236. 
Amcrson,  Col.  Albert  T.— 83,  171,  216. 
Allerton,  William  S.  -41,  69,  82. 


Ae, 


Ai, 


170 


Ao. 


Ahcater,  Gen'l  Jona.— 26,  249. 
Appropriations  for  current  fiscal  year — 76,  83. 
Aspodel,  Geo.  C— 182,  246. 
Annual  Report — 6,  54,  87. 


Au. 


Af/ers,  Cadet  Jackson  H.— 46,  126. 
'■^Avalanche.''''  Steamer — 154. 
Augustus,  Private  Julius  C. — 35. 
Austin  Arsenal  Lot — 112. 


INDEX  LETTERS. 


Congress 

House  of  Representatives 

United  States  Senate 

Committee  on  Appropriations,  House  of  Representatives  -  . 

Committee  on  Military  Affairs,  United  States  Senate.    

President  of  the  United  States -- 

Department  of  State 

Department  of  Justice 

Solicitor  of  the  Treasury 

General  Laud  Office] - 

Comptrollers  of  Treasury 

Auditors  of  Treasury 

Bureau  of  Internal  Revenue 

Navy  Department  Bureaus 

Commissary  General  of  Subsistence 

Bureau  of  Refugees,  Freedmen,  etc 

Bureau  of  Military  Justice 

Supreme  Court  of  the  United  States    

United  States  Minister  to  Great  Britain 

United  States  Consul  General  at  Montreal 

United  States  Commercial  Agent  at  Port  Stanley 

British  Minister  to  the  United  States 

Foreign  Consuls  at  Richmond ^ 

United  States  and  Mexican  Clai  ms  Commission 

Commissioners  for  codifying  the  laws  of  the  United  States  . 

United  States  Coast  Survey 

United  States  Internal  Revenue  Officers 

Assistant  Treasurers  of  the  United  States 

Officers  of  United  States  Customs 

Officers  of  United  States  Public  Land  Service 

Officers  of  United  States  Indian  Service 

Officers  of  United  States  Pension  Service 

Headquarters  of  the  Army 

Chief  Quartermaster  Department  of  the  West 

Depot  Paymaster  at  New  York 

Post  Commissary  at  Fort  Wayne 

Board  of  Engineers  on  River  and  I  [arbor  Improvements  .-_ 

United  States  Arsenal  at  San  Antonio 

Chief  Signal  Officer  of  the  Army 

Regiments  and  Companies  of  Cavalry ,., 

United  States  Military  Academy 

Military  Reservation  of  Fort  Garland 

Military  Post  of  Camp  McGarry 

Major  Generals 

Second  lieutenants  

Assistant  medical  purveyors 

United  States  navy-yard  at  Mare  Island 

United  States  East  India  Squadron 

Officers  of  United  States  courts,  southern  district  of  Ohio 
United  States  attorney,  district  of  Vermont  


C. 

H. 

S. 

A. 

M 

P. 

S. 

J. 

T. 

L. 

C. 

A. 

I. 

N. 

S. 

P. 

J. 

S. 

G. 

M. 

P. 

B. 

R. 

M. 

C. 

C. 

I. 

T. 

C. 

L. 

I. 

P. 

A. 

"W, 

N. 

W. 

R. 

S. 

S. 

C. 

M. 

G. 

M. 

M. 

L. 

M. 

M. 

E. 

O. 

V. 


and  H. 
and  S. 


171 

INDEX  LETTERS— Continnea. 


Postmaster  at  Fort  Wayne 

Special  agents  of  the  Post-Office  Department 

Legislative,  executive,  and  judicial  officers  of  the  State  of  Illinois 

Officers  of  city,  town,  or  village  of  Bentonville 

Officers  of  Gordon  Iron  Works 

Alfred  Bolter,  proprietor  of  the  Eagle  Mills 

Benjamin  Andrews,  publisher  of  Weekly  Review 

The  New  Haven  Daily  Kecord 

Owners  of  Steam-ship  General  Jackson 

Business  firm  of  Garrett  &  Burnes 

Captain  Smith,  disbursing  officer  at  Portland 

Captain  Brown,  commanding  Company  M  56th  Infantry 

]V[ajor  Jones,  in  charge  of  Snake  Kiver  improvements 

Lieutenant  Kobiusou,  in  charge  of  construction  of  Fort  Hale 

Experimental  board  on  iron  gun-carriages 

Special  commission  on  accouterments,  equipments,  and  intrenching  tools 
Board  on  revision  of  forms  in  supply  and  staff  departments .. 


F. 

P. 

I. 

B. 

G. 

B. 

A. 

R. 

G. 

G  and  B. 

S. 

B. 

J. 

R. 

G. 

A,  E.  and  I. 

P  and  S. 


Index  words. 

Abstract  frojn  record  hooh  of  letters  received. — Army,  General  of:  Submits  report  of  com- 
manding officer  Mil.  Div.  Northwest,  of  tour  of  inspection  of  his  command.  Indians 
on  Sweetwater  discontented  and  troublesome,  and  commanding  officer  Dep'tof  theWest 
gone  there  on  au  expedition;  post-traders,  in  some  instances,  abuse  their  privileges; 
allowance  of  transportation  at  Fort  Berry  insufficient;  quarters  at  posts  on  the  ]^>Iue 
Stone  in  bad  condition;  recommendation  of  commaniiing  officer  Dep't  of  the  West  for 
temporary  increase  of  clothing  allowance,  approved;  assignment  of  Major  Leonidas 
Belden  as  depot  quartermaster  at  Fort  Columbia  requested,  an  early  return  to  their 
posts  of  all  available  detached  officers  recommended. 


Army,  General  of. 
Northicest,  Mil.  Div, 
Inspection  of  Northwest  Mil.  Div. 
Indian  troubles  in  Div.  of  Northwest. 
West,  Dep't  of. 

Sweetwater  River,  expedition  to. 
Post-traders,  abuses  of. 
I'ransportation  at  Fort  Berry. 
Berry,  Fort,  transportation  at. 
Quarters  at  Blue  Stone  posts. 
Blue  Stone  posts,  quarters  at. 
Clothing  allowance  in  Div.  Northwest. 
Belden,  Major  Leonidas. 
Quartermaster  at  Fort  Columbia  depot. 
Columbia,  Fort,  quartermaster  at  depot. 
Detached  officers.  Mil.  Div.  Northwest,  return  to  stations. 


Abstract. — Military  Academy,  superintendent  of,  requests  information  as  to  the 
and  proper  allowances  to  Board  of  Visitors. 


Military  Academy,  Board  of  Visitors'  allowances. 
Allowances  of  Board  of  Visitors. 
Viutors,  Board  of,  allowances  of. 


G>. 


172 

Abstract. —  War  Department — Directs  that  the  annual  reports  be  prepared  in  narrative 
rather  than  tabular  form;  and  that  the  substance  of  the  sub-reports  be  embodied  therein, 
except  where  necessary  to  keep  the  sub-report  separate  and  entire. 


War  Dejyartinent . 

Annual  Reports. 

Reports  (see  "Annual  Reports"). 

Tabular  statements  to  be  mainly  omitted  from  annual  reports. 

Sub-reports  of  bureaus  to  be  generally  omitted  from  annual  ]>ureau  reports. 

Alphabetical  reference  book  of  decisions  and  precedents. 


Accounts.. 


Bounty . 


Clothing  Accounts 
Contracts 

Commulation 

Deserters 

Enlistment 

Funds 

Guerrillas 

Graves 


Disbursing  officers;    when  rendered— 1870:   42,168—1871:    67,329.     Army  offi- 
cers':  various  rules  for  settlement— 1870:  42,326,474—1871:  23. 

(See  "  Clothing  Accounts.") 
Settlement  of  suspended  and  disallowed,  in  Treasury  Department— 1870:  63, 

75,131—1871  :  98.  146. 

(See  "Returns.") 
Deserters';  various  questions  concerning  rights  and  forfeitures— 1870:  2Gl,57C, 

782—1871:   4,  33,87. 

(See  "Pay,"  "Allowance,"  Emolument,"  etc.) 
Veteran;  various  questions  relating  thereto— 18G9:  15,86,193—1870:  231,4,96. 

(See  "Missouri  State  Militia.") 
Volunteer;  questions  of  settlement— 1870:   11,23,396—1871:   2,38.    Regular; 

questionsof  settlement— 1870:  4.3—1871:  181. 
How  made,  attested,  reported, approved, etc— 1870:  63,  76—1871 :  41,  99. 

(See  "Beef  contracts.") 
For  supplies  at  military  posts;  various  rules  and  orders— 1S70:  C41,  B82,  A 

164—1871:  331,487. 
Allowances  of  enlisted  clerks  and  me.'.sengers— 1870:  639,  817. 

(See  "Clothing,"  "  Fuel,"  "  Quarters,"  "  Rations.") 
Status  of,  when  restored  without  trial,  or  charge  removed— 1870:  B  58. 

(See  "  Bounty  "  and  "  Pay.") 
Apprehended  and  transported  to  depot  or  post;  questions  of  cost— 1870:  11,36, 

48,  .32.5—1871:   264,487. 
Of  minors;  various  rules,  questions,  and  decisions — 1870:  78,138. 

(See  "Discharge,"  "Minors,"  "Re-enlistment,"  etc.) 
Public,  in  charge  of  disbursing  officers ;  rules  for  keeping  and  for  reporting  at 

stated  times,  etc.— 1870:  9,100,142—1871:  14,63.75, 

(See  "Money.") 
Status  of,  as  compared  in  Various  wavs  with  organized  forces— 1870:  162,431- 

1871:   123,309. 
(See  "Cemeteries.") 


MOXEY  AND  PROPERTY  ACCOUNTS,  RETURNS,  AND  CORRESPONDENCE. 

Letters  received — accounts  and  returns. 


Date  of 
receipt 
and  file 
number. 


Aug.  18. 

(176) 


Name  of  writer. 


"War  Department. 


Sept.  ll..i  Truman,  Geo.  H. 
l.st  lieutenant 
(177)  49th  Infantry, 


Oet,25....|  Auditor,  Third. 

(178) 


Date  and  subject  of  letter. 


August  17, 1870. 
Refers  copy  of  opinion  of  Attorney- 
General  concerning  effects  of  re- 
cent  law  upon   unexpended  bal- 
ances of  former  appropriations. 


FoBT  Buxton,  Dak., 

Anoust  SI,  1^0. 
Desires  to  know  amount  of  suspen- 
sion on  his  accounts,  and  to  whom 
he  shall  pay  a  sum  sufficient  to  ad- 
mit of  their  settlement. 


October  24, 1870. 
Recommends  certain  modifications 
of  the    property  return,  and  in- 
closes new  form  proposed  by  Cap- 
tain T/iomas  Johnson,  A.  Q,.M. 


Action. 


Returned  to  Secretary  of 
AVar  Aug.  20 (L.  B.,  p.  314) ; 
received  back  Aug.  24 ;  cir- 
cular to  division,  depart- 
ment, and  depot  quarter- 
masters Aug.  25  (L.  B.,379). 


Third  Auditor,  Sept.  14  (L. 
B.,  p.  486);  returned  Sept. 
15;  returned  to  writer  Sept. 
23(L.B.,p.499).  Filed  with 
27  of  1870. 


Referred  to  depot  quarter- 
masters. N.  Y.,  Phil'a,  and 
Pittsburgh,  Oct.  30,  for  re- 
mark ;  received  back  Nov. 
27;  returned  to  Third  Aud- 
itor Nov.  29  (L.  B.,p.5S2); 
received  back  Dec.  3 ;  Sec- 
retary of  War,  r  e  c  o  m  - 
niended.  Dec.  5.  Sec  ii.O. 
153  of  1870. 


o 


173 

REMARKS  ON   THE   RECORD   BOOKS  OF  MONEY  AND   PROPERTY  ACCOUNTS,  AND  OF  COR- 
RESPONDENCE  RELATING   TO   ACCOUNTS  AND   RETURNS. 

Book  1  is  designed  to  keep  a  correct  account  of  all  moneys  coming  into  the  Treasury 
to  the  credit  of  the  hureau,  either  irom  regular  appropriations  or  miscellaneous  sources, 
and  of  all  moneys  drawn  from  the  Treasury  by  requisition.  An  account  should  he  kept 
with  each  head  of  appropriation.  A  balance  struck  at  any  time  will  show  how  much  is 
yet  in  the  Treasury  subject  to  draft.  An  addition  of  the  balances  in  the  Treasury  to  the 
balances  in  possession  of  disbursing  officers  at  date  of  last  weekly  report  will  show,with 
sufficient  practical  correctness,  the  financial  resources  of  the  bureau  at  any  time  of  the 
year.  Miscellaneous  receipts,  which  revert  into  the  Treasury  and  are  not  subject  to 
draft,  should  not  be  entered  on  this  ledger,  or  if  entered  for  any  reason,  should  be  off^^et 
by  an  entry  in  the  opposing  column,  so  as  to  balance  the  account. 

IJook  2  is  designed  to  exhibit  a  statement  of  the  estimates  of  the  disbursing  officers  of 
the  bureau,  together  with  the  amounts  allowed  them.  These  estimates  need  not  be  re- 
corded in  any  other  book. 

Book  'S  is  designed  to  keep  an  account  of  the  receipt  of  the  stated  reports  and  returns 
from  the  officers  responsible  Ibr  public  money  or  property,  and  of  the  disposition  of  such 
as  are  sent  out  from  the  bureau;  also  to  show  if  any  particular  returns  have  not  been  re- 
ceived in  proper  season,  or  if  any  particular  officers  have  failed  to  render  their  returns. 

Book  4  is  designed  to  keep  an  open  debit  and  credit  account  with  every  officer  receiv- 
ing, rasponsible  for.*  or  expending  public  moneys.  On  one  side  the  United  States  is  to 
1) '  credited  with  all  sums  coming  into  the  possession  of  the  disbursing  officer  from  every 
t'ource,  as  well  as  with  all  expenditures  made  by  him  that  are,  for  the  time  being,  sus- 
pended or  disallowed;  on  the  other  side,  the  United  States  is  to  be  debited  with  all 
moneys  spent  by  him  ibr  whatever  purpose,  and  with  all  suspensions  or  disallowances 
against  him,  when  subsequently  removed  l)y  refundment  or  explanation.  The  account 
may  be  balanced  or  closed  at  any  time.  Traus/ers  of  money  between  disbursing  officer^ 
and  others  accountable  for  money  or  property  should  be  entered  singly,  so  that  the  entry 
in  one  officer's  accounts  may  be  checked  when  the  funds  are  accounted  for  or  reported  by 
the  other. 

Book  5  is  designed  to  separate  the  various  expenditures  of  the  disbursing  officers,  so 
as  to  sho-.\r  at  any  time  what  sums  spent  by  them  are  chargeable  to  any  designated  head 
of  appropriation;  what  has  been  spent  for  purposes  not  pertaining  to  the  bureau,  and 
what  expenditures,  not  yet  approved,  can  not,  for  the  time  being,  be  assigned  to  any  par- 
ticular appropriation. 

Book  6  is  designed  to  show  the  actual  expenditures  for  the  several  distinct  purposes 
of  the  bureau  during  the  fiscal  year.     It  is  an  auxiliary  to  Book  5. 

Book  7  is  designed  to  keep  an  accurate  account  with  other  bureaus  and  appropriations 
for  which  moneys  have  been  expended  that  ought  to  be  refunded. 

Book  8  is  designed  to  exhibit  the  sums  received  from  sales  of  public  property,  and 
their  distribution  or  disposition. 

Book  9  is  designed  to  keep  an  account  of  the  weekly  balances  of  funds  in  possession  of 
disbursing  officers. 

In  connection  with  the  foregoing  books,  a  book  of  letters  received  and  of  letters  sent 
should  be  kept  for  the  miscellaneous  correspondence  relating  to  money  and  property  ac- 
countability in  general  or  particular  cases. 

Whena  "  request"  for  a  remittance  to  adisbursing  officer  has  been  made,  a  statement 
thereof  should  be  entered  against  the  appropriation  concerned  in  Book  1  and  against  the 
officer  concerned  in  Book  4.  When  notice  has  been  received  that  the  remittance  has 
left  the  Treasury,  a  check-mark  should  be  placed  against  the  two  entries.  When  the 
disbursing  officer  takes  up  the  amount  on  his  money  account,  the  check-marks  should  be 
crossed. 

When  a  disbursing  officer  reports  on  his  money  account  a  transfer  of  funds  to  another 
officer,  an  entry  of  the  same  should  be  made  in  Book  4  on  the  account  of  each  officer, 
giving  the  first  officer  credit  lor  the  amount  and  charging  it  to  the  receiving  officer. 
When  the  latter  officer  takes  up  the  amount,  a  check-mark  should  be  placed  against 
both  entries. 

AVhen  a  disbursing  officer  acknowledges  on  his  account  the  receipt  of  money  from  an- 
other officer,  it  should  be  entered  as  a  credit  on  the  account  of  the  latter  in  Book  4,  and 
as  a  charge  on  the  account  of  the  former.  When  the  transferring  officers  subsequently 
reports  the  transfer,  a  check-mark  should  be  placed  against  each  entry. 

When  an  officer  makes  report  of  a  sale,  and  does  not  inclose  a  draft  for  the  proceeds, 
the  amount  should  be  charged  on  his  account  in  Book  4.  If  he  afterward  forward  the 
proceeds,  the  charge  on  his  personal  account  should  be  offset  by  arr  entry  on  the  opposing 
side,  and  a  check-mark  placed  against  the  several  entries  in  iJooks  4  and  8.  If  he  take 
up  the  proceeds  on  his  next  accouut-curreut,  the  check-marks  should  be  made  in  the 
same  manner. 


174 

This  check  system  should  be  used  in  every  recorded  transaction  affecting  or  relating* 
to  the  responsibility  for  public  money  or  property,  and  the  foregoing  illustrations  will, 
it  is  thought,  sufficiently  indicate  its  utility  and  mode  of  operation  to  officials  familiar 
■with  the  subject  of  money  and  property  accountability. 

Whenever  it  appears  that  the  public  monej^  has  been  received  or  expended  by  any  offi- 
cer with  whom  no  account  exists,  his  name  and  the  particulars  will  at  once  be  entered 
in  Book  4,  the  absence  of  a  check-mark  being  evidence  that  he  has  not  yet  accounted  for 
the  money,  and  its  presence  being  an  assurance  that  his  account  for  it  has  been  rendered. 
In  like  manner  the  name  of  an  officer  not  previously  accountable  for  public  property 
will  be  entered  in  Book  3,  with  a  check-mark  under  the  name  of  the  month  in  which 
a  return  should  be  rendered,  and  in  the  column  assigned  to  the  particular  form  of  return 
required.  Upon  receipt  of  any  particular  return  the  check-mark  can  be  crossed.  An 
illustration  is  given  of  one  month  only,  but  the  books  should  be  ruled  for  the  twelve 
months  of  the  year.  When  returns  are  rendered  at  longer  intervals  than  one  month, 
places  should  be  ruled  for  them  under  the  month  in  which  they  are  due. 


175 


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180 
Exhibit  B. 

DECISIONS  OR  PRECEDENTS. 

SAMPLES  OF  CARD-INDEX. 
tJaim — Information  to  prove  or  found  a  claim  refused. 

December  9,  1881,  Hon.  Mr.  F.  refers  to  the  War  Department  letter  from  G.,  attor- 
ney-at-law,  asking  information  in  regard  to  service  of  M.,  who  enlisted  in  Michigan  regi- 
ment. 

December  21,  1881,  the  Secretary  of  War  (by  indorsement  to  F.)  states  that  while  no 
information  is  furnished  to  individuals  tending  to  found  or  prove  a  claim  against  the 
United  States,  such  record  as  may  be  on  file  will  be  cheerfully  fuinished  to  any  Depart- 
ment before  which  a  case  may  be  pending.  The  Secretary  states  that  the  regulation  is 
of  long  standing,  and  its  constant  observance  is  considered  necessary  for  the  proper  pro- 
tection of  the  public  inteiests.  He  also  refers  to  the  great  labor  involved  in  a  compliance 
with  the  request  of  G.,  the  number  of  the  regiment  not  being  given,  and  the  names  of 
the  Michigan  soldiers  not  being  indexed  at  the  Department,  and  the  time  required  to 
comply  with  the  request  could  not  be  spared,  in  view  of  the  pressure  upon  the  clerical 
force  engaged  in  answering  inquiries  from  the  Pension  Office  respecting  soldiers  whose 
regiments  and  companies  are  known.     (11765.     W.  D.     1881.) 

Clerk  as  a  witness  hefore  district  court  aUowedpay. 

In  case  of  G.,  clerk,  Surgeon- General's  Office,  who  was  granted  twenty  days'  leave  of 
absence  without  pay,  upon  being  summoned  to  appear  before  the  United  States  district 
court  at  Yankton,  Dak.,  to  testify  on  behalf  of  the  United  States,  G.  requested  upon 
his  return  that  leave  with  pay  be  substituted  for  leave  without  pay.  The  matter  was 
referred  to  the  First  Comptroller  for  decision,  who,  on  January  17,  1884,  returned  the 
papers,  indorsed  "  G.  is  entitled  to  his  salary  for  the  time  he  was  absent  within." 
(5448.     A.     1883.) 

Decision  not  to  he  re-opened. 

The  Attorney-General  decided  that  a  final  decision,  upon  a  knowledge  of  the  facts,  by 
an  officer  authorized  to  decide  on  claims  against  the  Government,  is  not  to  be  re-opened 
and  reviewed  by  his  successors  in  office,  except  for  the  correction  of  mistakes,  such  as 
erroiG  in  calculation,  etc.     (See  14  Opin.  Atty.  Genl.,  p.  275.) 

Executive  Departments — General  investigation  of. 

In  the  matter  of  investigation  by  committees  of  the  House  of  Representatives,  see  the 
letter  of  President  Jackson  to  Hon.  Henry  A.  Wise,  dated  January  26,  1837,  published 
on  page  29  of  House  Report  No.  194,  Twenty-fourth  Congress,  second  session  (vol.  215), 
a  document  of  91  pages  with  an  appendix  of  154  pages.  President  Jackson  refused  the 
privilege  to  a  committee  of  the  House  to  make  a  general  investigation  of  the  Executive 
Departments  without  specific  charges,  on  the  ground,  among  others,  that  the  use 
of  the  books,  papers,  etc.,  of  the  Departments  for  such  purpose  would  interfere  with  the 
discharge  of  the  public  duties  devolving  upon  the  heads  of  the  different  Departments. 

Executive  functions  at  Washington  and  elsewhere. 

In  House  Ex.  Doc.  162,  Forty-fourth  Congress,  first  session,  is  published  the  message 
of  President  Grant  of  May  4,  1876,  in  response  to  the  resolution  of  the  House,  declining 
to  give  the  specific  information  called  for.  but  giving  a  memorandum  of  the  absence  of 
the  President  of  the  United  States  from  the  national  capital  during  each  of  the  several 
administrations,  and  of  public  and  executive  acts  performed  during  the  time  of  such 
absence. 

Holidays  in  District  of  Columbia. 

The  following  are  holidavs  in  the  District  of  Columbia:  New  Year's  Day,  Washing- 
ington's  Birthday,  Fourth  of  July,  Christmas  Day,  Thanksgiving  Day,  Inauguration 
Day.     (See  Revised  Statutes  of  District  of  Columbia,  section  993,  page  116;  see  20  United 


181 

States  Statutes,  page  277;  see  act  of  June  18,  1888,  amending  section  993,  Eevised  Stat- 
utes of  District  of  Columbia.  Volume  22,  United'States  Statutes,  pagel,  provides  that 
whenever  any  day  set  apart  as  a  legal  holiday  in  the  District  of  Columbia  shall  fall  on 
the  lirst  day  of  the  week,  commonly  called  Sunday,  then  in  such  event  the  next  succeed- 
ing day  shall  be  a  holiday  within  the  District  of  Columbia. 

Minor — When  enlistment  is  void  ah  initio. 

(5246.  W.  D.  1874.)  July  11,  1874,  upon  the  application  for  the  discharge  of  M.,  a 
minor,  the  Secretary  of  War  referred  to  previous  decisions  of  the  Department,  in  which 
it  was  held  that  the  enlistment  of  a  minor  was  void  ab  initio  when  sufficient  evidence  is 
furnished  that  the  enlistment  was  without  the  consent  of  the  parent  or  guardian. 

"  When  sufficient  evidence  of  the  facts  above  referred  to  is  furnished  there  can  no 
longer  be  any  justifiable  grounds  for  retaining  him  in  service  or  for  punishing  him  for 
oSenses  against  military  law  and  discipline  committed  while  so  held.  Not  being  legally 
an  enlisted  man  he  can  not  be  guilty  of  desertion,  and  he  should  be  discharged  uncon- 
ditionally; but  this  does  not  relieve  him  from  the  liability  to  answer  for  civil  oflfenses 
before  the  proper  courts  and  upon  civil  process. ' ' 

Officer  as  a  witness  before  district  court. 

June  23,  1884,  upon  the  inquiry  of  Major  M.  in  regard  to  his  pay  while  attending  as 
a  witness  before  the  district  court  of  El  Paso,  Tex.,  before  which  he  had  been  subpoenaed, 
the  following  indorsement  was  placed: 

Respectfully  returned  to  the  commanding-general,  Department  of  Texas,  giving  au- 
thority to  Major  M.  to  obey  the  subpoenas  within  mentioned  for  a  reasonable  time,  pro- 
viding his  military  services  can  be  spared,  and  this  without  reduction  from  his  current 
pay.  In  reference  to  the  inquiry  of  Major  M.,  in  the  last  paragraph  of  the  Iburth  in-  . 
dorsement,  the  Secretary  of  War  is  of  opinion  that  there  is  no  reason  for  giving  duty-pay 
to  an  officer  subpoenaed  as  a  witness  in  a  civil  suit  in  which  the  Government  is  not  con- 
cerned while  the  officer  is  on  leave  of  absence.     (2815    C     1884. ) 

Papers  for  Court  of  Claims — Rule. 

July  23,  1875,  the  Attorney-General,  in  a  letter  to  the  Secretary  of  War,  states  that 
"immediately  on  receipt  of  petitions  in  cases  in  the  Court  of  Claims  a  copy  is  sent  to 
the  proper  Department  with  a  report.  It  often  happens  that  subsequently  an  order  of 
the  court  is  issued  for  copies  of  all,  or  some  of  the  same  papers  already  furnished  this 
Department  by  you.  In  such  cases,  in  order  to  save  labor  to  your  Department,  instead 
of  sending  to  this  Department  duplicates  of  the  report  to  the  court,  it  will  be  sufficient 
that  you  inform  me  of  the  papers  sent  to  the  court  by  you  of  which  copies  have  already 
been  furnished  to  this  Department. ' ' 

Papers — General  Court  Martial  Record. 

December  7,  1883,  the  Judge  Advocate-CJeneral  stated  that  he  had  been  directed  by  the 
Adjutant-General  to  send  a  clerk  of  his  bureau  to  Yankton,  Dak.,  with  a  record  of  gen- 
eral court  martial  in  the  case  of  William  S.  Kelley,  for  the  purpose  of  identifying  the 
same  before  the  United  States  district  court  at  that  place,  and  requested  information  as 
to  the  transportation  and  other  expenses  of  said  clerk. 

This  was  returned  to  the  Judge  Advocate-General  with  the  following  indorsement: 
"  Upon  conference  with  the  proper  official  at  the  Department  of  Justice  it  is  learned 
that  the  proper  method  to  pursue  in  the  matter  within  presented  is  as  follows:  The  Judge 
Advocate-General  should  furnish  the  clerk  who  may  be  selected  for  the  purpose  with  an 
official  letter  instructing  him  to  proceed  to  Yankton  and  specifying  for  what  purpose. 
The  clerk  should  keep  a  careful  itemized  account  of  his  necessary  expenditures  and  upon 
his  return  should  present  the  same  properly  certified  to  the  Department  of  Justice,  from 
which  he  will  obtain  reimbursement  as  provided  by  section  850  of  the  Revised  Stat- 
utes." 

Papers — original — not  to  be  sent  from  DepaHmenl. 

Upon  the  request  of  the  clerk  of  the  House  Committee  on  War  Claims  of  April  17, 1876, 
addressed  to  the  Commissary-General,  requesting  all  papers  in  the  claim  of  E.,  the  Secre- 
tary of  War  declined  ' '  to  permit  these  original  papers  to  go  from  the  Department,  but 
copies  may  be  furnished  if  call  is  regularly  made  on  the  head  of  the  Department." 

On  December  14,  1881,  a  request  was  received  from  the  clerk  of  the  Senate  Committee 
on  Claims  addressed  to  General  M.,  for  the  papers  in  the  case  of  the  legal  representatives 
of  B,  and  a  similar  decision  was  made  by  the  Secretary  of  War.  (4002  W,  D.  1876  and 
12068  W.  D.  1881.) 


182 

Papers — Originals  or  copies  not  to  he  furnished  from  files  of  Rouse  of  Representatives  unles" 
consent  of  the  Houhc  is  first  obtained. 

See  House  Report  No.  1,  Forty-sixth  Congress,  first  session,  where  a  sabpcena  issued . 
by  a  judge- advocate  of  a  general  court  martial  to  the  file  clerk  of  the  House  Oi  Repre- 
sentatives directing  him  to  produce  certain  original  papers,  the  House  of  Representative55 
resolved  that  before  either  original  or  copies  of  papers  could  be  furnished  the  consent  oi 
the  House  must  first  be  obtained. 

Papers— Original — Sent  to  committees  of  Congress. 

March  18,  1886,  ordered  that  in  sending  original  papers  to  the  committees  of  Congress 
the  attention  of  the  committee  will  be  invited  to  the  fact  that  the  accompanying  papers 
are  originals  and  pertain  to  the  files  of  the  War  Department,  and  to  re(iuest  that  while 
they  remain  in  its  custody  they  be  kept  inaccessible  to  persons  other  than  members  of 
the  committee  having  the  bill  in  charge,  and  that  when  they  shall  have  served  the  pur- 
pose for  which  they  are  desired  they  be  promptly  returned  to  the  Department. 

Papei'S — Original — Eide  as  to  furnishing. 

December  1,  1876,  the  Secretary  of  War  infortucd  the  Attorney-General  by  letter  that 
•'The  rule  ot  the  Department  is  not  to  furnish  original  papers  from  its  files,  except  in 
cases  where  they  are  to  be  used  as  evidence  for. the  United  fctates,  and  then  only  by  the 
hands  of  a  clerk  of  the  Government,  to  be  by  him  returned  lo  the  files  when  they  are  no 
longer  required,  and  not  to  pass  out  of  his  possession."     (11016  W.  D.    1876.) 

Papers — Privileged  communications. 

In  case  of  civil  suit  for  libel,  McGhan  vs.  Clephane,  the  following  questions  were  sub- 
mitted to  the  Attorney-General  for  decision: 

(1)  Whether  the  head  of  a  Department  is  bound  in  law  to  produce  in  court  as  evidence 
in  private  controversies  the  archives,  records,  or  papers  on  file  in  such  Department  and  re- 
lating to  its  administration. 

(2j  Whether  the  paper  referred  to  within,  if  it  be  a  letter  addressed  to  the  Assistant 
Secretary  of  War  on  a  matter  relating  to  the  administration  of  said  Department  and  to 
the  public  interest  and  not  published  by  the  writer  to  any  other  person,  is  or  is  nut  in 
the  nature  of  a  privileged  communication  which  the  head  of  the  Department  is  or  is  not 
bound  to  produce  under  this  prooess. 

To  which  inquiries  the  Attorney-General  replied  as  follows: 

"Letters  on  file  with  the  heads  of  Departments  are  privileged  communications;  un- 
it ss  their  publication  has  been  authorized  no  copies  should  be  taken  at  private  request 
and  the  production  of  the  originals  can  not  be  compelled  in  a  suit  between  individuals. 
It  has  been  ruled  that  such  communications  can  not  be  made  the  foundation  of  an  action 
tor  libel.  Then  I  think  the  head  of  a  Department  is  bound  not  to  produce  a  letter  on 
file  in  his  office. 

"Such  a  letter  as  you  describe  is  a  privileged  communication."     (4595  W.  D.  1876.) 

The  above  decision  was  affirmed  by  Hon.  A.  B.  Olin,  justice  supreme  court,  District 
of  Columbia,  in  the  following  language: 

*  *  *  "  I  have  come  to  the  conclusion  to  deny  this  application  to  compel  the  pro- 
duction of  this  paf>er." 

Pay  o/  officers  during  the  Revolutionary  war. 

For  schedule  of  pay  and  emoluments  of  ofificers  of  the  Revolutionary  war  prepared  by 
chief  clerk,  Paymaster-General's  Office,  October  24,  1818.  See  vol.  1,  American  State 
Papers,  Military  Affairs,  pages  793-796,  inclusive.  This  table  is  much  more  complete 
than  theone  published  in  vol.  3  (fifth  series),  American  Archives,  page  1505.  (Indorse- 
ment of  P.  M.  G.  of  February  18,  1873,  on  1276,  W.  D.,  1873.) 

Promotion  of  clerks — Grounds  far  reconmi'  ndation  to  he  stated. 

In  the  matter  of  the  recommendations  of  the  Surgeon- General  for  promotion  of  C. 
and  M.  the  papers  were  on  June  1,  1882.  returned  by  indorsement  to  the  Surgeon- 
General:  "The  Secretary  of  War  directs  that  in  all  recommendations  for  promotion  the 
grounds  of  such  recommendations  should  be  briefly  stated." 


183 

Reports. 

(1)  The  President  communicates  information  on  the  state  of  the  Union  to  Congress 
under  section  3,  Article  II  of  the  Constitution. 

(2)  The  heads  of  Departments  are  required  to  make  annual  reports  of  the  expendi- 
tures of  contingent  funds  under  section  193,  Kevised  Statutes. 

(3)  Section  194  requires  an  annual  report  of  the  names  of  clerics  and  other  employ^is 
employed. 

(4)  The  time  of  making  annual  reports  is  fixed  by  section  195,  Kevised  Statutes. 

(o)  Section  196,  Revised  Statutes,  prescribes  the  time  -when  reports  of  the  Depart- 
ment and  reports  of  the  chiefs  of  bureaus  shall  be  furnished  to  the  Public  Printer. 

(())  Sections  228,  229,  230,  231,  and  232,  Revised  Statutes,  prescribe  certain  reports 
which  shall  be  made  by  the  Secretary  of  War. 

(7)  Section  3788,  Revised  Statutes,  provides  in  what  manner  the  reports  shall  be 
printed. 

Supplies  for  War  Department  and  bureaus. 

Extract  from  War  Department  indorsement  to  Quartermaster-General. 

*  *  ^  "Such  repairs  of  buildings  as  do  not  require  immediate  attention  should  be 
estimated  for. 

"Inasmuch  as  the  appropriation  for  contingent  expenses  of  the  office  of  the  Secretary 
of  War,  and  the  bureaus,  buildings,  and  offices  of  the  War  Department  must  be  dis- 
bursed under  the  direct  supervision  of  the  Secretary  of  War,  the  circular  of  June  28, 
1883,  will  be  adhered  to,  as  it  was  the  intention  of  Congress  in  making  the  appropriation 
for  the  contingent  expenses  of  the  War  Department  under  one  head,  to  centralize  the 
purchase  of  supplies  with  a  view  of  securing  the  lowest  prices.  In  exceptional  cases 
the  chiefs  of  bureaus  will  be  authorized  to  procure  such  special  supplies  as  they  may 
desire  on  report  being  made  showing  the  reasons  therefor. "     (3734.     A.     1883.) 

Titles  to  land — Secretary  of  War  may  employ  and  pay  conveyancers  to  examine. 

June  13,  1871,  the  question  of  the  power  of  the  Secretary  of  War  in  this  connection 
being  submitted  to  the  Attorney-General  for  decision,  Assistant  Attorney- General  Hill, 
on  June  17,  rendered  the  opinion  which  was  approved  by  the  Acting  Attorney-General 
Bristow.  Mr.  Hill  quotes  previous  opinions  of  the  Attorney-Generals  (11  Ops.,  433,  and 
12  Ops.,  410).  holding  that  the  Secretary  of  War  had  authority  to  employ  and  pay  counsel 
for  such  services;  and  regarding  the  claim  in  question,  that  of  B.  for  drawing  and  pro- 
curing the  passage  of  an  act  through  the  Legislature  of  Connecticut  ceding  jurisdiction  to 
the  United  States  of  the  land  bought,  and  examining  the  title  to  such  land,  which  serv- 
ices the  district  attorney  was  not  obliged  to  perform,  and  the  Secretary  of  War  was  au- 
thorized to  remunerate  him  for  performing  such  services  or  else  to  employ  other  counsel, 
and  the  fee  to  be  paid  is  a  matter  under  the  exclusive  control  of  the  Department  which 
employed  him.  (12  Ops.,  401.)  Mr.  Hill  further  holds  that  the  act  of  June  22,  1870, 
relative  to  the  employment  of  counsel,  does  not  apply  to  such  peculiar  services  as  the 
examination  of  a  title  to  land,  such  services  generally  requiring  special  and  peculiar 
knowledge,  etc. 

After  further  reference  to  the  law  Mr.  Hill  says,  "construing  this  provision  of  the  sec- 
tion with  the  previous  one,  strengthens  my  conclusion  that  the  services  of  a  conveyancer 
are  not  included  within  its  terms,  and  that  therefore  the  Secretary  of  War  may,  in  his 
discretion,  employ  conveyancers  to  examine  titles  notwithstanding  the  provisions  of  this 
act." 

Transportation  of  public  property  by  ^^ private  parties. ' ' 

The  post-quartermaster  at  Fort  Monroe  reports  that  the  commanding  officer  of  the 
arsenal  there  has  turned  over  to  him,  for  shipment  to  New  York,  49,000  pounds  of  iron 
skids,  which  will  have  to  be  transported  to  destination  by  private  parties,  and  requests 
an  interpretation  of  the  law  in  this  case,  and  whether  General  Orders  65,  A.  G.  O.,  1884, 
fourth  page,  applies  to  shipments  of  this  character. 

The  Quartermaster-General  is  of  the  opinion  that  the  inviting  of  bids  by  posters  and 
circular  letters  would  be  sufficient  advertisement  in  the  meaning  of  the  law  for  small 
quantities  of  freight.  In  this  case  the  amount  is  less  than  25  tons  of  freight,  and  where 
very  considerable  quantities  are  to  be  transported  advertisements  in  newspapers  should 
be  resorted  to. 

This  was  indorsed  as  follows: 

"The  Secretary  of  War  concurs  in  the  views  of  the  Quartermaster-General. 


184 

"  For  the  purpose  of  this  act  a  corporation  or  person  conducting  the  business  of  trans- 
portation in  such  manner  as  to  be  regarded  in  law  as  a  'common  carrier'  is  not  a  private 
party.  A  common  carrier  may  in  general  be  defined  as  one  who  undertakes  lor  hire  to 
carry  persons  or  goods  for  all  who  choose  to  employ  him,  not  one  who  only  does  it  occa- 
sionally. The  Secretary  of  War  thinks,  however,  that  a  private  schooner  not  having  an* 
established  route  or  stated  points  of  departure  and  arrival  should  be  regarded  as  a  'pri- 
vate party '  within  the  meaning  of  the  act. "     (4625    A     1884.) 

War  Department — Building  burned. 

On  Saturday  evening,  November  8,  1800,  the  War  Department  building,  with  the 
records  and  files,  was  consumed  by  fire.  (See  Order  Book,  vol.  1,  p.  1,  and  Miscellaneous 
Letters,  vol.  1,  p.  63,  and  American  State  Papers,  Misc.,  vol,  1,  p.  232.) 

On  Thursday,  August  22,  1814.  the  War  and  State  Department  records  and  files  were 
removed,  and  it  is  presumed  that  the  buildings  were  burned  by  the  British  forces  on 
August  24,  1814.     (Eeportsof  Congress,  vol.  1,  p.  417.) 

November  9,  1814,  the  Secretary  of  War  reported  to  the  Speaker  of  the  House  that 
all  the  books  of  record  had  been  saved,  and  that  no  papers  of  any  kind  were  lost  except 
recommendations  for  appointment  in  the  Army,  and  letters  received  more  than  seven 
years  previous.  (Reports  to  Congress,  vol.  1,  p.  310,  and  American  State  Papers,  Misc., 
vol.  2,  p.  250. ) 

February  14,  1815,  the  Senate  passed  a  bill  making  an  appropriation  of  $500,000  for 
repairing  or  rebuilding  the  public  buildings  in  the  city  of  Washington,  which  was  signed 
by  the  Speaker  of  the  House  on  February  15,  1815,  and  approved  by  the  President  on 
the  same  day.  (See  Senate  and  House  Journals,  third  session,  Thirteenth  Congress,  p. 
352  and  pp.  652  and  676.) 

War  of  rebellion — Date  of  opening  and  closing. 

The  following  is  an  extract  from  letter  of  the  Adjutant-General,  dated  February  24, 
1883,  to  General  C. : 

*  *  *  "The  15th  of  April,  1861,  is  usually  held  to  be  the  date  on  which  the  war 
opened.  The  Supreme  Court  of  the  United  States  has  decided  that  the  war  of  the  re- 
bellion closed  on  August  20,  1866,  the  date  on  which  the  President  issued  his  proclama- 
tion declaring  the  insurrection  at  an  end."  (517,  A.  G.  O.,  1883.  See  sec.  2,  act  of 
June  23,  1870,  16  Stats.,  p.  167.)  In  all  States  except  Texas  on  April  2,  1866  (9  Wal- 
lace, 56),  and  in  Texas,  August  20,  1866  (12  Wallace,  700). 

War  of  rebellion — Number  of  prisoners,  Union  and  Confederate,  and  deaths  of. 

July  19,  1866,  the  Secretary  of  War,  in  a  letter  to  the  Speaker  of  the  House  of  Repre- 
sentatives, stated  that  it  appears  from  the  report  of  the  Commissary-General  of  Pris- 
oners that  26,436  deaths  of  rebel  prisoners  of  war  are  reported,  and  22,576  Union  sol- 
diers are  reported  as  having  died  in  Southern  prisons.  The  reports  also  show  that 
220,000  rebel  prisoners  were  held  in  the  North,  and  126,940  Union  prisoners  were  held 
in  the  South.     (See  House  Ex.  Doc.  152,  first  session.  Thirty-ninth  Congress.) 

War  of  rebellion — Strength  of  Army. 

A  statement  of  the  strength  of  the  Army  at  various  dates  is  published  on  page  102, 
message  and  documents  (Thirty-ninth  Congress,  first  session)  War  Department,  part  3, 
1865-'66,  being  report  of  the  provost-marshal-general.  This  report  shows  that  the 
highest  number  of  men  borne  on  the  rolls  of  the  Army  was  1,000,516,  May  1, 1865.  (See 
report  of  the  Adjutant-General  on  9876— W.  D.,  1878.) 

The  total  number  of  men  furnished  for  the  Union  Army  during  the  war,  reduced  to 
a  three  years'  standard,  was  2,135,605.  Number  in  rebel  service  can  not  be  stated  with 
accuracy.     (See  10272,  W.  D.,  1878.) 


185 


INDEX  TO  DECISIONS  OR  PRECEDENTS. 

Advertisements  by  circulars  or  posters.     {See  Transportation. ) 

Annual  reports.     {See  Reports. ) 

Appropriation  for  rebuilding  War  Department.     {See  War. ) 

Army  officer  as  witness  before  district  court.     {See  Officer,) 

Army,  strength  of  during  late  war.     {See  War.) 

Building,  War  Department,  burned.     {See  War.) 

Bureaus,  call  addressed  to,  for  original  papers.     {See  Papers, ) 

Bureaus  of  War  Department.     {See  Supplies.) 

Clerks,  recommendation  for  promotion  must  state  grounds.     {See  Promotion.) 

Common  carriers  defined.     {See  Transportation. ) 

Congress,  original  papers  to  committees  of     {See  Papers.) 

Contingent  fund,  War  Department,  to  be  expended  under  direct  supervision  of  the  Sec- 
retary of  War.     {See  Supplies. ) 

Controversies,  production  of  papers.     {See  Papers.) 

Conveyancers  may  be  employed  by  the  Secretary  of  War  to  examine  titles  to  land. 
(/See  Titles.) 

Court  of  Claims,  papers  for.     {See  Papers. ) 

Court-martial  record.     {See  papers.) 

Deaths  of  prisoners.     {See  War. ) 

Departments,  investigation  of     {See  Executive.) 

Discharge  of  minor.     (>S'ee  Minor.) 

District  ot  Columbia.     {See  Holidays.) 

Enlistment  of  minor.     (<S'ee  Minor. ) 

Expenses  of  clerk  in  charge  of  papers  before  court.     {See  Papers.) 

Fire,  War  Department  building  burned.     {See  War.) 

House  of  Representatives,  original  papers  from  files.     {See  Papers.) 

Information  to  found  or  prove  a  claim  refused.     {See  Claim.) 

Investigation  of  Executive  Departments.     {See  Executive.) 

Land,  conveyancers  may  be  employed  by  Secretary  of  War  to  examine  title  to.  {Sco 
Titles.) 

Letter  transmitting  original  papers  to  Congress.     {See  Papers. )     ' 

Letters,  what  are  privileged  communications.     {See  Papers.) 

Official  letters,  what  are  privileged  communications.     {See  Papers.) 

Original  papers  from  liles  of  House  of  Representatives.     {See  Papers.) 

Original  papers  not  to  be  sent  from  Department.     {See  Papers. ) 

Original  papers  to  committees  of  Congress.     [See  Papers.) 

Original  papers,  when  furnished.     {See  Papers.) 

Pay  to  clerk,  a  witness  before  district  court.     {See  Clerk. ) 

Pay  status  of  officer,  a  witness  before  district  court.     {See  Officer.) 

Posters,  advertisement  by.     (-See  Transportation. ) 

Presidents,  absence  of,  from  Washington.     (,b'ee  Executive.) 

President  declines  to  permit  investigation  of  Executive  Departments  without  specific 
charges.     (»S'ee  Executive.) 

Prisoners  during  late  war,     {See  War.) 

Private  controversies,  production  of  papers.     (5'ee  Papers.) 

Private  parties,  construction  of  works.     {See  Transportation.) 

Privileged  communications.     {See  Papers. ) 

Public  property,  transportation  of,  by  "private  parties."     {See  Transportation.) 

Rebellion,  strength  of  the  Army.     {.See  War.) 

Rebellion,  war  of,  date  of  opening  and  closing.     {See  War.) 

Records  and  files  burned.     {See  War.) 

Records  saved  except  those  for  seven  years  prior  to  1814.     (^e  War.) 

Review  of  decision.     (<S'ee  Decision. ) 

Revolution,  pay  of  officers  during.     {See  Pay.) 

Rule  as  to  original  papers  to  be  used  as  evidence.     {See  Papers.) 

Rule  as  to  papers  for  Court  of  Claims.     {See  Papers. ) 

Salary  of  a  clerk  as  witness  before  district  court.     (iS'ee  Clerk.) 

Salary  ot  officer,  witness  before  district  court.     {See  Officer.) 

Witness  before  district  court.     {See  Clerk.) 

Witness  before  district  court.     {See  Officer. ) 


m 


Exhibit  O. 

LIST  OF  SUBJECTS, 

The  following  list  of  subjects  has  been  taken  from  the  index  book  of  letters  received 
in  the  office  of  the  Secretary  of  War  for  the  year  1888. 

The  subjects  are  here  arranged  by  principal  subjects  and  subdivisions  thereof.  The 
words  in  bold-face  type  in  the  column  of  "subjects  "  are  the  principal  subjects  under 
which  record  cards  should  be  filed.  The  words  in  italics,  in  same  column,  are  the  sub- 
divisions, and  these  words  will  follow  the  principal  subject  at  the  head  of  the  record 
cards. 

It  will  be  seen  that  this  is  not  a  complete  list,  but  it  suggests  a  comparatively  easy 
way  to  insert  other  subjects  or  subdivisions  at  their  proper  places. 

In  practice  the  brief  on  the  paper  will  be  copied  on  the  record  card,  and  the  paper 
charged  and  sent  at  once  to  the  proper  person.  Then  the  caption  of  the  card,  viz:  The 
principal  subjects  and  subdivisions  followed  by  proper  name  will  be  determined,  and  in- 
serted at  the  top  of  the  card  with  the  aid  of  a  list  like  this;  then  the  proper  cross  refer- 
ence cards  will  be  prepared.  Of  course,  as  explained  in  the  body  of  the  report,  the  num- 
ber of  cross  reference  cards  will  be  largely  reduced  by  a  careful  arrangement  of  subjects. 
When  there  are  several  subdivisions  of  a  principal  subject,  and  one  of  them  represents  a 
class  about  which  there  is  a  large  correspondence,  it  may  become  necessary  to  insert  it 
in  the  list  of  principal  subjects  and  except  it  from  the  subdivisions.  Thus,  "Bridge " 
falls  under  the  principal  subject  "  Engineering;"  the  amount  of  business  falling  under 
the  title  "Bridge "  may  make  it  desirable  to  have  a  subject  devoted  to  that  title.  So 
with  "Railroads,"  they  fall  under  the  subject  "  Transportation,"  but  it  may  in  prac- 
tice be  necessary  to  have  a  subject  "  liailroad  "  instead  of  that  word  being  a  subdivision 
of  the  subj  ect  '  *  Transportation. ' ' 


Subject. 


Attorney . 
Absence- 
Accounts  . 


Advertising     a  n 

Acconnts. 
Advertisements. 
Aerial  Vessels.... 


Agents 

Aides-de-Camp. 

Air  Ships 

Allotments 

Ammunition... 


Aninuds 

Annual  Reports 

Anonymous , 

Appropriations. 


Subdivision. 


Agents,  powers  of. 

lycaves. 

Balances,  checks,  depositor- 
ies, interest,  national 
banks.  Treasury  drafts. 

See  Advertisements. 

Advertising  and  accounts. 

Air  sliips,  balloons,  flying 
machines. 

See  Attorneys. 

See  Army. 

See  Aerial  vessels. 

See  Appropriations. 

Cartridges,  percussion  fuse, 
powder,  primers,  projec- 
tiles, shells,  shot. 

See  Transportation. 


Allotments,  deficiencies,  es- 
timates, incidental  ex- 
penses. 

Aqueterra See  Medicines. 

Aqueduct See  Engineering. 

Archives See  Records. 

^77tn.(7ton{Re8'n)...    See  Lands. 

Arms Cannon,  carbines, guns.  Gat- 
ling  guns,  gun-carriages, 
gun-sights,  Ilotchki.ssgun, 
how  i  tzers,  mitrailleuse, 
muskets,  revolvers,  rifles, 
RuIkmi  repeating  rifle,  shot- 
guns, swords. 

Army Aide-de-camp,  artillery,  cav- 
alry, chaplains,  enlisted 
men,  infantry,  lieutenan- 
cies, non-comuiissioned  of- 
ficers, ofticers,  ofticers  de- 
ceased, officers  retired, 
rank,  retired-list,  soldiers. 

Army  Building See  Buildings. 

Army  Regulations.     See  Regulations. 
♦It  may  be  preferable  to  embrace  books  in  a 

"Newspapers"   and  "Pamphlets"  in  the  same 


Subject. 


Artillery , 

Auctions 

Auctioneers 

Army  Dispensaries. 

Balances , 

Balloons 

Bands 

!  Beef , 

Biographical   An- 
nals. 

Blanks 

Boards 

Boards  of  Survey.... 

Boats 

Bonds  of   Indem- 
nity. 
Bond<i 


Subdivision. 


See  Army. 
Auctioneers. 
See  Auctions. 
See  Medical. 
See  Accounts. 
See  Aerial  vessels. 
See  Music. 
See  Subsistence. 
See  Books. 


Boards  of  survey. 
See  Boards. 
See  Vessels. 
See  Bonds. 


Bondsmen,  bonds  of  indem- 
nity, surety  company. 

Bondsmen See  Bonds. 

Books* Biographical  Annals,  Cen- 
tury Magazine,  Congres- 
sional Directory,  Congres- 
sional Globe,  Directories, 
Manual,  Manual  of  Strat- 
egy, Rebellion  Records. 

Bran See  Forage. 

Bra^s See  Metals. 

Breakwaters See  Engineering. 

Bread See  Subsistence. 

Bridges See  Engineenng. 

British  subjects See  Foreign. 

Bugles See  Music. 

Build  ngS Army    building,  foimdries. 

hotels,  kilns,  mantels,  ob- 
servatories, plumbing, 
rooms,  saloons,  sheds,  uri- 
nals. 

Copper See  Metals. 

CanaJs See  Engineering. 

Canno-n See  Arms. 

('arhines See  Arms. 

Cartridges See  Ammunition. 

Cattle .See  Subsistence. 

subdivision  of  "  Publications,"  and  thus  include 
subdivision. 


187 


Subject. 

Subdivision.               1 

Sul^ject. 

Subdivision. 

Cavalry 

Cemeteries 

See  Army. 

Headstones. 

See  Books. 

See  Army. 

See  Accounts. 

See  Medical. 

See  Holidays. 

See  Orders. 

Claim  division. 

See  Claims. 

See  Employes. 

Collars,  epaulets,  gauntlets, 
gloves,  helmets,  kersey, 
leggings,  mittens,  shoes, 
uniform. 

See  Fuel. 

See  Clothing. 

See  Flags. 
See  Kecords. 

See  Books. 

See  Books. 

Senate,  House  of  Represent- 
atives. 

See  Employ«j«. 

See  Courts. 

Courts-martial. 

-See  Subsistence. 

See  Stationery. 

See  Engineering. 

Memorial  day. 

See  Appropriations 

(See  Accounts. 

Deserters. 

See  Desertion, 

(See  Furniture, 

See  Engineering, 

See  Books. 

See  Medical. 

See  Engineering. 

.See  Engineering. 

See  Employes, 

See  Engineering. 

See  Transportation. 

See  Engineering. 

See  Engineering. 

See  Music. 

See  Foreign. 

See  Explosives. 

See  Law, 

Electric  lights, 

-See  Electricity, 

See  Medical. 

Clerks,  copyists,  draughts- 
men, foremen,  interpret- 
ers, labor,  laborers,  mes- 
sengers, overseers,  Q.  M, 
agents,  watchmen. 

-See  P^ngineering. 

See  Army. 

See  Stationery. 

See  Clothing. 

Haversack,  knives,  saddles, 
waist-belt. 

-See  Appropriations, 

See  Pay. 

Dynamite  sky-rocket. 

-See  Freight. 

Aqueduct,  breakwaters, 
bridges,  canals,  dams, 
dikes,ditche3,docks,draw- 
bridge,  dredging,  dredges, 
engineers,  flumes,  har- 
bors, hydraulic  mining, 
jetties,  levees,  locks,  piers, 
piles,  rivers  and  harbors, 
riprap  stone,  rivers,  roads. 

See  Stationery. 

.See  FirCc 

See  Fire, 

Fire 

Fire-  extinguishers,      fire- 
plugs, perfect   hand   fire- 
extinguishers. 

Salmon  fishing,  salmon  can- 
nery, salmon-packing  sta- 
tion, fishways. 

Sec  Fish 

Fish 

Century  Magazine.. 

Checks    

Fishways 

Cholera 

Christ  mas      

Flags 

Flag-staff,  colors. 

See  Flags. 

See  Subsistence 

(^ilainis    

Flag-staffs  „, 

Flour  ...'. 

Clerks        

Flumes 

Flying-machines.... 
Forage 

See  Engineering. 

Clothing 

Foreign 

British     subjects.    Dutch 
army,    foreign    countries, 
French     army,     German 
army,  Peruvian  troops. 

See  Foreign. 

Coal 

Foreign  countries ... 

Foremen 

Fortifications 

Collars 

Colleges  

See  Employes. 
See  F*orts. 

Confederate    arch- 

Forts 

Congressional    Di- 
rectory. 
Congressional  Globe 

See  Buildings. 
Stealing. 
See  Foreign. 
Express. 
Coal 

Frauds 

Freight 

Fuel 

Copyists  

Funeral  expenses- 
Furniture 

Guns 

Gas 

Co  tvs 

Gas-fixtures. 

See  Gas. 

Dams     .... 

Galling  guns. 

See  Arms 

Decoration  Day 

Dejiden  c  ies 

Gauntlets 

See  Clothing. 

Gentian  {Med.) 

See  Medical 

See  Foreign, 
See  Clothing. 

Desertion 

Gloves.... 

Desks    

Gun-carriages 

See  Arms 

Dikes 

Directories   

Hams 

See  Subsistence. 

Dispensaries,  Army 
Ditches 

See  Engineers. 
See  Equipments. 
•See  Forage. 
See  Cemeteries. 

Haversacks 

Docks 

Hay 

DraughtsTnen 

Headstones 

Draw  {iron  bridge).. 
Drayaue 

See  Stationery. 
See  Clothing. 
See  Transportation. 
See  Medical. 

Helmets 

Dredging 

Dred<jes 

Hospitals 

Hospital  stewards... 

Hospital  Corps 

Hotels. 

See  Medical. 

Dutch  army 

See  Medical. 

Diinamite  sky-rocket 
Eiifht-hour  law .. 

.See  Buildings. 
See  Arms. 

Hotchkiss  gun 

Electricity 

House  of  Represent- 
atives. 

Electric  lights 

Employes 

Hydraulic  mining.. 
Hydraulic  excava- 
tion. 
Homes 

See  Engineering. 
See  Engineering. 

Soldiers'  homes,  veterans' 

Engineers        

Holidays 

homes. 
Christmas. 

See  Metals. 

Envelopes 

Ice 

Etiuipments  

Incidental  expenses. 

Indians 

See  Appropriations. 

Estimates 

Indian  agencies 

Indian  reservations 
Indian  reservation 
boundaries. 

Indian  Territory 

Tnfanirij          

reservations,  Indian  Ter- 

Extra-duty pay 

Explosives 

ritory, 
See  IndianSo 

E.cpress 

See  Indians. 

Engineering 

See  Indians. 

See  Indians. 
See  Arnay„ 

S ..:.::..:::::::;,.;: 

Inspections 

Inspectors. 

Instruments 

Interest 

Microscopes,  gauges. 
See  Accounts. 

See  Employes. 

File-boxes 

Inventions 

Jettiet 

Fire-plugs 

Journeys 

See  Transportation. 

*This  subject  and  subdivision  might  be  included  in  the  subject  "Army.' 


188 


Subject. 

Subdivision. 

Subject. 

Subdivision. 

■Jurors  .       .        

See  Law. 

See  Clothing. 

See  Building. 

See  Equipments. 

See  Societies, 

See  Employes. 

Arlington. 

See  Tools. 

Statutes,  Revised  Statutes, 
law  books,  eight-hour 
law,  jurors,  notaries  pub- 
lic. 

See  Law. 

See  Absence. 

See  Clothing. 

See  Engineering. 

See  Army. 

See  Medical. 
See  Engineering. 
See  Decoration  Day. 
Copying-presses,    i  c  e-m  a- 

chines. 
See  Subsistence. 

See  Buildings. 

See  Books. 

See  Books. 

See  Transportation. 

See  Subsistence. 

See  Medical. 

Attendants,  aqueterra, 
medical  books,  medical 
certificates,  dispensaries, 
embalming,  gentian,  hos- 
pital, hospital  corps,  hos- 
pitalsteward,  litt€rs,med- 
icines,  measles,  nurses, 
salve  or  ointment,  vac- 
cine virus,  cholera,  yel- 
low fever. 

See  Medical. 

See  Medical. 

See  Medical. 

See  Medical. 

See  Medical. 

See  Employes. 
Brass,  copper,  iron. 
See  Instruments. 
See  Transportation. 

See  Oil. 

See  Clothing. 

See  Arms. 

See  Transportation. 

Bands,  bugles,  drums, 

trumpets. 
See  Arms. 

See  Accounts. 

Naval  vessels,  naval  veter- 
ans. Naval  War  College. 
See  Naval. 
See  Naval 
See  Naval. 

See  Law. 

See  Medical. 

See  Furniture. 

See  Buildings. 

See  Army. 

See  Army. 

See  Army. 

See  Army. 

Mineral  oil,  petroleum. 

See  Transportation. 

Circulars, 

See  Ordnance. 

Stores. 

See  Employ68. 

See  Pay. 

Extra  duty,  allowances. 

Perfect   hand  fire- 
extinguisher. 
Pencils 

See  Fire. 

Kersey 

Kilns 

See  Stationery. 

Percussion  fiuse 

Peruvian  troops 

Petroleum 

Knights 

Laborers  i 

See  Foreign, 
See  Oil 

Lands ....| 

Lathes            .            .' 

Photographs...^ 

See  Pictures. 
Photograi>hs,  portraits. 
See  Engineering. 
See  Engineering. 
See  Building. 
See  Transportation. 
See  Pictures 

law........ 

Piers  

Piles 

Plumbing 

T.nin  hnnhs               .     i 

Portraits  

Postage 

Postage-stamps.postal  notes. 
See  Postage. 
See  Postage. 

Post  funds,  post-offices,  post- 
masters, post  traders,  post 

Postage-stamps 

Lieuteiuxn  cies 

Post     

Liquor      

Post-offices 

Litters 

Memorial  Day 

Machines 

Macaroni 

Mails 

Post  schools 

Potatoes 

Powers  of  attorney.. 

Presses,  copying 

Primers 

See  Post. 
See  Subsistence. 
See  Attorney. 
See  Machines. 

Mantels 

ManiiaZ          .     ..... 

See  Ammunition 

Manual  of  Strategy. 

Mares 

Medals 

Meats 

Printing *. 

Printers. 
See  Printing. 
Prisoners  of  war. 

Printers           

Prisoners  of  war 

Projectiles 

Measles 

See  Ammunition. 

Medical 

Publications 

Public  animals 

Powder 

See  Transportation. 
See  Ammunition. 
See  Employes. 

See  Transportation. 

Quartermaster's 

agents. 
Quarters. 

Rank 

Rations   

See  Army. 

See  Subsistence. 

Medical  attendants- 
Medical  books 

Rebellion  Records ... 

Rebel  Archives 

Records 

See  Books. 

See  Records. 

Archives,  Confederate  Arch- 

Medical certificates.. 
Medical  supplies 

Revolutionary  war. . 
Retired-list 

ives,  Rebel  Archives. 
See  War. 
See  Army. 
See  Societies. 

Memoranda 

Reunions 

Metals 

Rifles 

Rivers  and  harbors.. 
Riprap  s'ones 

See  Engineering. 
See  Engineering. 

Mileage 

Militia 

Mineral  oil 

Roads 

See  Engineering. 

Mittens 

See  Buildings. 
See  War. 

Mitrailleuse 

Rogue  River  war.  ... 

Ruben     repeating 
rifles. 

Rules  and  regula- 
tions. 

lle&rulations 

Mules 

Music  

Muskets 

See  Regulations. 

Museums    

Army  regulations.  Rules  and 

regulations. 
See  Buildings. 
See  Equipments. 
See  Medical. 
See  Fish. 

See  Fish. 

National  Banks 

]Vaval        

Saloons           .          . 

Saddles 

Navalvessels 

Naval  veterans 

Naval  War  College... 

Salve  or  ointment  .. 
Salmon  packing 
stations. 

Salmon  fishing 

Salmon  cannery 

Schools 

Notaries  public 

See  Fish. 
Sohool  teachers. 

Oaken  book-shelves . 

School  teachers 

Senate 

Sheds 

See  Schools. 

Officers  of  the  Army. 

Officers  deceased 

Officers  non-com'd. 

Officers  retired 

Oil    

Shells 

Sfe  Ammunition. 

Shoes 

Shot-guns 

See  Arms. 

Shot 

Omniliuses 

Signal 

Signal  Corps,  Signal  Serv- 

Orders  

Ordnance  stores 

Ilfdnnnri'. 

Signal  corps  ..,'. 

ice,  signal  stations,  signal 
stores. 
See  Signal. 

Overseers         

Signal  stations 

Signal  Service 

Signal  stores 

See  Signal. 

Pay  and  allowances. 

Pay 

See  Signal. 
See  Signal. 

189 


Subject. 

Subdivision. 

Subject 

Subdivision, 

Signals 

See  Signal. 

See  Transportation. 

Knights,  Reunions. 

See  Army. 

See  Home. 

Cyclostyle,  envelopes,  file- 
boxes,  hektographs,  ink, 
pencils. 

See  Law. 
See  Law. 

See  Frauds. 

See  Vessels, 

See  Forage, 

^^ee  Transportation, 

Beef,  bread,  cattle,  cows, 
flour,  hams,  meats,  pota- 
toes, rations,  macaroni, 
stores,  Subsistence  De- 
partment, tobacco,  vege- 
tables, yeast  powder. 

See  Subsistence. 

-See  Subsistence, 

See  Arms, 

See  Telegraph. 

Telegraph  operators,  tele- 
grams, telegraphical  sig- 
nal code. 

Telegraph     Opera- 
tors. 
\    Telegraphical  Sig.- 
1       Code. 

Tobacco  Supply 

;  Tools 

See  Telegraph. 
See  Telegraph. 
See  Subsistence. 

Sleeping-car  accom- 
modations. 
Societies 

Soldiers 

Stationery 

Statistics. 

Statutes,  Revised 

Statjites 

States  and  Terri- 
tories. 

Transportation 

Treasury  drafts 

Animals,  drayage,  horses, 
journeys,  mares,  mileage, 
mules,  omnibuses,  ponies, 
public  animals,  railroads, 
sleeping-cars,  street-cars, 
wagons. 

See  Accounts. 

See  Music. 

Stealing  

Tug-boats...         

See  Vessels 

See  Clothing. 

Straw 

Urinals 

See  Buildings, 
See  Medical. 

Subsistence 

Vegetables 

See  Subsistence. 

Vessels 

Boats,  steamers,  tug-boafs, 

wrecks. 
See  Home. 
See  Equipments. 
See  Transportation. 
Revolutionary,  Rogue  River 

War. 

;    Veterans^  Home 

Waist  belt 

Wagons 

1  Wars 

SttbsiMcnce  depart- 
ment 

Water 

See  Employes. 
See  Vessels 

Targets 

Wrecks           .   . 

Taxes  

See  Medical. 

Telcpliones . 

Yeast  powder  

See  Subsistence 

Telegraph.... 

190 


Exhibit  D. 

SPECIMENS  OF  CEOSS-EEFEEENCE  CAEDS.      SIZE,  3}  IXCHES  WIDE  BY  8  INCHES  LONG. 
(1)  (2) 


Tit 


TITCOMB,  G.  W. 

Record  card  No.  6, 1889. 

Date.  Dec.  29, 1888. 

Subject :  Papers— copy. 

Page [of  book  after  record  cards  are 

bound.] 


Fis 


Note.— As  the  name  of  the  writer  is  en- 
tered on  the  head  (or  index)  line  of  the 
record  card,  which  is  filed  under  the  sub- 
ject concerning  which  he  writes,  experi- 
ence may  demonstrate  that  cross-refer- 
ences for  the  name  of  the  writer  will 
seldom  be  necessarv 


FISK,  ARCHIE  C 

Record  card  No.  6, 1889. 

Date,  Dec.  29,  1888. 

Subject:  Papers  — copy. 

Page [of  book  after  record  cards  are 

bound.] 


Oross-reference  caro. 
Letters-Office  of  Secretary  of  War, 


Cross-reference  card. 

Letters— OfBce  of  Secretary  of  War. 


Spe 


lei 

t3) 

1889. 

SPEED,  CAPT.  FREDK. 

Record  card  No,  G,  1SS9. 

Date,  Dec.  LO,  ISSS. 

Subject:  Papers— copy. 

Page [of  book  after  record  cards  are  bound.] 


Cross-reference  card. 

Letters— O  Alice  Secretary  ofWar. 


I 


192 


SPECIMEN  OF  EECOED  CAED.      SIZE,  8  INCHES  WIDE  BY  10  INCHES  LONG 


Papers. 


Copy. 


Titcomb,  G.  W. 


Office  Secretary  of  War. 


Xo.  6. 


Return  to  Record  Division,  room  235,  as  soon  as  read.    If  a  copy  is  desired  it  must  be  made  at 

*once,  so  this  card  can  be  returned  to  the  files. 
Date:  Denver,  Colo.,  Dec.  29, 1888. 
From  G.  W.  Titcomb. 

Subject :  On  behalf  of  Archie  C.  Fisk,  requests  copy  of  cartel  for  exchang:e  of  prisoners,  Feb, 
1865,  Vicksburg;  and  findings  of  court-martial,  case  of  Capt.  Fredk.  Speed. 


Number  of  inclosures. 

Received  Jan.  3, 1889.  Sent  to  A.  G.  Jan.  3, 18sa. 

Acknowledged  ,  1889.  Received  back  (with  one  inclo.)  Jan.  22, : 

Bureau  office  mark,  6140,  A.  G.  O.,  1888. 
Action :  Jan.  23,  letter  to  Mr.  T.  to  state  purpose  for  which  copy  is  intended. 
Feb.  8,  reply  received,  dated  Feb.  4,  that  copy  is  requested  for  historical  purposes. 


The  blank  spaces  outside  of  lines  must  not  be  written  on ;  it  is  for  binding  purposesi 


(5) 


193    I   UNIVERSITY  / 


Ohi 


OHIO  RIVER  R.  R.  CO. 

Record  card  No.  1409,  1887. 

Date,  March  20,  1887. 

Subject,    bridge    over   Great    Kanawha 
River, 

Page [of  book  after  record  cards  are 

boundj. 


The 


1887. 


THOMPSON,  GEORGE  W. 
Prest.  O.  R.  R.  R.  Co. 

Record  card  No.  1409,  1887 

Date.  Marcli  20,  1887. 

Subject,    Joridge    over   Great    Kanawha 
River. 

Page [of  book  after  record  cards  are 

bound]. 


Cross-reference  card. 

Letters— Office  Secretary  of  War. 

17958—13 


Cross-reference  card. 

Letters— Office  Secretary  of  War. 


194 


FACE  OF  SPECIMEN    "  EECORD  CAED. 

(7) 


Bridge.  Great  Kanawha  River.  Geo.  W.  Thompson. 

Office  Secretary  of  War.    No.  1409.    1887. 
Return  to  Record  Division,  room  235,  as  soon  as  read. 

If  a  copy  is  desired  it  must  be  made  at  once,  so  this  card  can  be  returned  to  the  files. 
Date,  Parkersburg,  W.  Va.,  March  20,  1887. 
From  Ohio  River  R.  R.  Co., Geo.  W.Thompson,  prest. 

Subject,  submits  plans  and  drawings  of  proposed  bridge  across  Great  Kanav.'ha  River  below 
"Falls. 


No.  of  enclosures  25. 

Received  Mch.  25,  1887.  Sent  to  C.  of  E.  Mch.  25, 1887. 

Acknowledged ,  188  .  Received  back  Mch.  25, 1887. 

Bureau  office  mark  1207  Eng.  1887. 
"HI 

Action:  Mch. 25,    C. of  E. recommends  that  board  be  convened  to  report  on  plans  and  loca- 
tion. 

Mch.  26.    A  pproved.  C  of  E.  Mch.  26. 

Rec'd  back  Apl.  21. 

W.D.Apl.27,18S7. 
The  report  of  the  Board  of  Engineers,  the  recommendations  of  Col.  Craighill  and  the  Chief  of 
Engineers  are  approved.  The  papers  are  respectfully  referred  to  the  Chiet  Of  Engineers  and 
the  Acting  Judge  Advocate-General  to  prepare  the  plans  and  papers  in  duplicate  for  the  ap- 
proval of  the  Secretary  of  War.  Duplicates  of  the  report  of  the  board  and  Col.  Craighill's  letter 
should  be  submitted. 

By  order  of  the  acting  S.  of  W.:  John  Tweed  ale,  C.  C. 


Rec'd  back  June  6  from  J.  A.  G.  with  papers  prepared  for  execution. 


195 


EEVERSE  OF  SPECIMEN  "KECORD  CARD." 


(8) 


W.D.June  15. 1887. 
Resp'y  refd  to  the  C.  of  E.  for  file  in  his  office.    One  copy  of  the  witliin  instrument  being  sent 
to  Mr.  George  W.  Thompson,  Prest.  Oliio  River  R.  R.  Co. 
By  order  of  tlie  acting  S.  of  W. : 

John  Tweedale,  C.  C. 


196 

[Inclosure  No.  2.] 
[Circular.] 

War  Department, 
Washington  Citi/,  February  9,  1889. 

In  the  matter  of  briefing  and  enteriDg  "  letters  received  "  andrecording  'letters  sent** 
and  indorsements  in  the  respective  bureaus  and  offices  of  the  War  Department,  atten- 
tion is  invited  to  the  case  entitled  "Salaries  and  fees  of  United  States  consuls,"  pub- 
lished on  pages  25  to  37,  inclusive,  of  volume  1  of  the  Report  of  the  Select  Committee 
of  the  United  States  Senate,  appointed  under  Senate  resolution  of  March  3,  1887,  to  in- 
quire into  and  examine  the  methods  of  business  and  work  in  the  Executive  Depart- 
ments, etc. 

With  this  case  as  a  sample  to  be  follovs-ed,  chiefs  of  bureaus  are  requested  to  have  an 
actual  case  selected,  such  as  will  show  the  average  action  or  work  upon  cases  in  their 
respective  bureaus  or  offices,  then  to  have  a  history  of  the  case  prepared  by  the  clerk  in 
charge  showing  in  minute  detail  (including  copies  of  briefs,  oflfice  marks,  indorsements, 
letters,  entries  in  record  and  index  books,  etc.),  the  action  from  and  including  the  re- 
ceipt of  the  case  in  the  office,  through  its  various  courses  to  and  including  its  final  dis- 
position, in  like  manner  as  is  shown  in  the  case  mentioned. 

This  history  having  been  prepared  as  required,  chiefs  of  bureaus  will  cause  an  inves- 
tigation of  the  subject  to  be  made,  and  having  thereupon  decided  whether  any  unneces- 
sary work  has  been  done  or  any  persons  have  been  employed  on  the  work  more  than 
were  needed,  and  what  possible  improvements  can  be  made  in  the  methods  adopted, 
they  will  apply  the  appropriate  remedy  and  make  report  of  their  action  to  the  Secretary 
of  War,  and  transmit  therewith  a  copy  of  the  history  of  each  case  made  up  as  above 
directed. 

By  order  of  the  Secretary  of  War: 

John  Tweedale, 
•  Chief  Clerk. 


[Inclosure  No.  3.] 
[Circular.] 

War  Department, 
WasJiington  City,  February  13,  1889. 

(1)  Letters  and  other  papers  received  at  the  War  Department  or  any  of  its  bureaus 
will,  unless  otherwise  directed,  be  at  once  sent  to  the  offices  to  which  they  pertain  with- 
out instructions,  each  chief  of  a  bureau  being  responsible  that  the  mail  sent  to  him  is 
promptly  acted  upon,  and  report  made  to  the  Secretary  of  War  in  cases  requiring  his 
action,  or  to  which  he  should  reply.  When  acted  upon  by  the  Secretary,  the  proper  no- 
tation will  be  made  and  the  papers  sent  to  the  office  to  which  the  subject-matter  per- 
tains, unless  instructions  to  the  contrary  are  given;  and,  generally,  only  such  papers 
will  be  filed  in  the  office  of  the  Secretary  of  War  as  do  not  pertain  to  the  business  of  any 
of  the  subordinate  bureaus.  This  rule  will  also  apply  to  the  filing  of  papers  in  the  bu- 
reaus and  offices  of  the  Department.  Only  such  papers  will  be  filed  in  a  given  bureau 
or  office  as  clearly  belong  to  its  business  and  are  within  the  jurisdiction  of  the  chief 
thereof. 

(2)  Where  there  are  several  record  divisions  in  one  bureau,  the  action  on  a  paper 
should  only  be  noted  on  the  books  of  the  division  to  which  the  business  pertains;  this  to 
avoid  duplication  of  entries,  and  to  prevent  the  obliteration  of  briefs  by  date  and  other 
stamps. 

(3)  Before  a  paper  which  is  acted  upon  by  the  Secretary  of  War  is  filed,  as  directed 
in  paragraph  1,  it  should  be  sent  to  any  chief  of  a  bureau  who  has  expressed  an  opinion 
or  made  a  recommendation  thereon,  in  order  that  he  may  be  informed  of  the  action 
taken. 

(4)  A  paper  submitted  for  the  action  of  the  Secretary  of  War  will  be  so  prepared  that 
the  last  indorsement  or  report  shall  contain,  in  the  fewest  possible  words,  a  summary 
of  the  case,  unless  this  appears  in  some  report  on  the  same  or  an  accompanying  paper 
to  which  reference  is  made.  It  should  also  show  the  question  to  be  decided,  and  con- 
clude with  an  opinion  or  recommendation.  When  necessary,  the  law,  orders,  or  cus- 
toms of  the  service  governing  in  like  cases  will  be  stated,  and  the  case  made  complete  in 
itself,  so  that  reference  to  previous  papers  will  only  be  necessary  to  afford  more  definite 
information  upon  matters  already  summarized  in  the  report.  As  papers  submitted  in 
person  can  be  orally  explained,  it  will  be  sufficient,  in  the  majority  of  such  cases,  to  in- 
dorse on  each  an  opinion  or  recommendation,  omitting  the  other  requirements  of  this 
paragraph. 


197 

(5)  Where  it  is  evident  that  it  will  be  necessary  to  send  the  report  of  the  bureau  offi- 
cer with  the  reply  of  the  Secretary  of  War,  the  report  should  be  separate  from  the  papers 
or  a  copy  of  it  submitted. 

(6)  The  subject  of  correspondence  will  be  indicated  by  the  writer  in  the  upper  left- 
hand  corner  of  the  first  page  of  the  letter  or  report,  the  "subject  "  not  to  exceed  three 
or  four  words. 

(7)  Chiefs  of  bureaus  are  authorized  to  decide  cases  properly  within  the  scope  of  their 
authority  in  their  own  names.  When  existing  regulations  or  orders  require  certain 
case.s  to  be  submitted  to  the  Secretary  of  War  for  his  action,  but  in  which  there  is  no 
difference  of  opinion,  no  doubt  as  to  the  facts,  law,  or  regulations,  where  the  amount  in- 
volved (I^es  not  exceed  $500,  when  the  decision  of  the  Secretary  of  War  can  be  distinctly 
foreseen,  or  the  principles  of  which  have  been  previously  determined,  chiefs  of  bureaus 
are  authorized  to  decide  such  cases  and  sign  the  decision  "  By  authority  of  the  Secretary 
of  War;"  provided  any  case  so  decided  pertains  to  the  particular  class  of  business  over 
which  the  chief  of  the  bureau  who  decides  the  case  has  jurisdiction. 

(8)  All  cases  decided  by  the  Secretary  of  War,  or  in  which  he  has  given  orders,  will 
be  signed  either  by  the  Secretary  or  "i>y  order  of  the  Secretary  of  War,"  and  all  such 
cases  must  be  noted  or  recorded  in  the  office  of  the  Secretary,  except  orders  affecting  the 
j)€rsonnel  of  the  Army  (officers  and  enlisted  men)  and  the  movement  of  troops. 

(9)  Chiefs  of  bureaus  are  authorized  to  correspond  with  any  military  officer  upon  the 
business  of  their  respective  bureaus,  forwarding  the  same,  or  a  copy,  through  or  to  any 
commander  who  should  be  informed  of  the  contents  thereof. 

The  Secretary  of  War  requests  chiefs  of  bureaus  to  see  that  the  requirements  of  this 
circular  are  fully  complied  with. 
By  order  of  the  Secretary  of  War: 

John  Tweedale, 

Chief  Clerk. 


[Incloaure  No.  4.] 
WAR  DEPARTMENT— ASSIGNMENT  OF  BUSINESS. 

Accounts: 

For  advertising  and  job  printing:  S.  of  W. 

Of  bonded  Pacific  railroads  for  Army  transportation:  Q.  M.  G. 

Of  National  Homes  for  Disabled  Volunteer  Soldiers:  S.  of  W. 

Of  officers  in  Quartermaster's  Department:  Q.  M.  G. 
Accounts  current  for  subsistence  funds:  C  G.  S. 
Advertising  accounts:  S.  of  W. 

Advertising  for  subsistence  supplies  or  services:  C.  G.  S. 
Advertisements:  S.  of  W.        ' 
Animals,  public,  recovery  of  lost  or  sto'en:  Q.  M.  G. 
Appointment  of  clerks,  messengers,  etc. :  S.  of  W. 

Appointments  in  Quartermaster's  Department,  applications  for:  Q.  M.  G. 
Aqueduct  (Washington):  C.  of  E. 
Armory.     (^See  National  Armory.) 
Army: 

Claims  for  quartermaster  stores  taken  for  use  of,  daring  the  rebellion:  Q.  M.  G. 

Contingencies:  S.  of  W. 

Estimates  for  subsistence  of:  C.  G.  S. 

Mattel's  relating  to  discipline  of:  I.  G. 

Matters  relating  to  instruction  of:  I.  G. 

Inspections  of  personnel  or  materiel  of:  I.  G. 

Register,  compilation  of:  A.  GJ 

Subsistence  of:  C.  G.  S. 

Transportation:  Q.  M.  G. 

Payments  to,  record  of:  P.  M.  G. 
Arsenals:  C.  of  O. 
Artificial  limbs:  S.  G. 

Transportation  for  invalid  pensioners  journeying  to  procure:  Q.  M.  G. 
Assignment: 

Ofcommissary  sergeants  to  stations:  C.  G.  S. 

Of  medical  officers:  S.  G. 

Of  officers  of  (>)u:irterniaster's  Department:  Q.  M.  G. 
Attorneys,  registration  of  to  prosecute  claims:  S.  of  W. 
Auditor.     (See  Second  Comptroller,  etc  j 


198 

Back  pay,  claims  for.      {See  ClaimsO 

Bake-ovens  (post  and  field),  providing  and  repairing  of:  C.  G.  S. 

Balances  to  credit  of  disbursing  officers  standing  three  years  or  more,  notices  of:  S.  of  W. 

Barracks  and  quarters,  construction,  repair,  purchase,  or  hire  of:  Q.  M.  G. 

Blank  books,  Quartermaster's  Department:  Q.  M.  G. 

Blank  forms.  Subsistence  Department:  C.  G.  S. 

Blank  forms.  Inspection  Department:  I.  G. 

Blanks,  distribution  to  the  Army:  A.  G. 

Blanks  and  general  orders  for  Pay  Department:  P.  M.  G. 

Board  of  Engineers:  C.  ofE. 

Boards,  retiring:  A.  G. 

Boards  of  Survey:  * 

On  quartermasters'  stores:  Q.  M.  G. 

On  subsistence  supplies:  C.  G.  S. 

Preliminary  to  action  of  an  inspector:  I.  G. 
Bonds: 

Drafting  of:  J.  A.  G. 

Official  and  others  given  to  the  United  States:  J.  A.  G. 

{See  Paymasters'  bonds.) 
Books: 

Company  and  regimental:  A.  G. 

Hospital,  and  medical  records:  S.  G. 
Books  of  request  for  transportation:  Q.  M.  G. 
Books  and  blanks,  distribution  to  the  Army:  A.  G. 
Boots,  shoes,  etc.,  manufactured  at  the  military  prison:  Q.  M.  G. 
Bounty  and  back  pay,  payment  of  Treasury  certificates  for:  P.  M.  G. 
Bounty  and  claims:  A.  G. 
Bridges: 

Examination  of  legal  papers  relating  to  erection  of:  J.  A.  G. 

Hire,  construction  or  purchase  of:  Q.  M.  G. 

Over  navigable  waters:  C.  ofE. 

And  roads  (military):  C.  ofE. 
Buildings.     {See  Public  buildings.) 

Cables.     (-SVe  Telegraph  lines.)  * 

Calls  from  Department  of  Justice,  answers  to:  A.  G.  and  J.  A.  G. 
Camp,  sites  for:  Q.  M.  G. 
Canals:  C.  ofE. 

Cantonments,  sites  for:  Q.  M.  G. 
Car  tickets,  issue  of:  Q.  M.  G. 

Cemeteries.     {See  National  cemeteries  and  post  cemeteries. ) 
Certificates  of  deposit:  S.  of  \V. 

Certificates  of  deposits  of  funds  pertaining  to  the  appropriations  for  the  Quartermaster's 
Department  received  from  sales  to  officers  and  soldiers,  sales  at  auction,  and  other 
sources:  Q.  M.  G. 
Changes  of  stations  of  officers  of  Quartermaster's  Department:  Q.  M.  G. 
Charges  and  specifications,  preparation  and  revision  of:  J.  A.  G. 
Charts.     {See  Maps. ) 

Circulars  (see  Orders),  distribution  of,  etc. :  Q.  M.  G. 
Civil  departments.     (See  Departments.) 
Civil  law.     {See  Military  and  civil  law.) 
Claims: 

Furnishing  to  Second  Comptroller,  Second  Auditor,  Adjutant-General,  Quarter 
master-General,  and  Commissioner  of  Pensions  abstracts  of  proceedings  of  courts- 
martial  and  other  information  from  the  records  required  in  settlement  of  claims 
for  back  pay,  bounty,  pensions,  and  witness  ffes:  J.  A.  G. 

Before  War  Department:  S.  of  W. 

Disputed,  for  mileage:  P.  M.  G. 

For  commutation  of  rations  of  enlisted  men  on  furlough;  traveling;  competitors 
rifle  competitions;  prisoners  of  wair,  and  ordnance  sergeants,  or  others  on  duty 
where  subsistence  in  kind  is  not  furnished:  C.  G.  S. 

For  extra-duty  pay:  Q.  M.  G. 

For  losses  of  personal  property,  act  of  March  3,  1885:  S.  of  W. 

For  payment  of  subsistence  supplies  or  property:  C.  G.  S. 

For  private  horses:  Q.  M.  G. 

For  quartermaster's  stores  taken  or  furnished  for  use  of  the  U.  S.  Army  during  the 
rebellion,  under  act  of  July  4,  1864:  Q.  M.  G. 

For  rail,  water,  or  stage  transportation:  Q.  M.  G. 


199 

Claims — Continued. 

For  re-imbursement  of  expenses  incurred  for  subsistence  of  enlisted  men:  C.  G.  S. 

For  tolls  and  telejrrams:  Q.  M.  G. 

In  connection  with  buildings,  structures,  repairs,  post  cemeteries,  sites  for  military 

posts,  camps,  cantonments,  etc.,  etc.:  Q.  M.  G. 
Miscellaneous,  arising  out  of  the  rebellion:  A.  G. 
Miscellaneous,  based  ou  certified  accounts  known  as  "regular  purchase  vouchers:" 

Q.  M.  G. 
Of  officers  and  soldiers  to  rank,  pay,  promotion,  and  other  military  rights,  etc:  J. 

A.G. 
Pertaining  to  medical  matters:  S.  G. 
{See  Soldier  claims.) 
Clerks,  messengers,  etc.,  apoointment,  promotion,  reduction,  discharge,  and  transfer  of: 

S.  of  W. 
Climatology,  matters  relating  to:  C.  S.  O. 
Clothing  and  equipage  supplies,  procurement  and  distribution  of,  and  claims  connected 

therewith:  Q.  M.  G. 
Clothing,  issue  and  distribution  of,  under  special  orders  of  the  Secretary  of  War,  as  re- 
quired for  the  militia  of  the  States  and  Territories:  Q.  M.  G. 
Collections  by  paymasters,  record  of:  P.  M.  G. 
Commissary  sergeants: 

Applications  and  recommendations  for  appointment  of:  C.  G.  S. 
Assignment  of:  C.  G.  S. 
Reports  and  records  of:  C.  G.  S. 
Commutation  to  enlisted  men  of  the  line  of  the  Army  engaged  in  the  construction  and 

repair  of  telegraph  lines  connected  with  the  Signal  Service:  C.  S.  O. 
Commutation  of  fuel:  Q.  M.  G. 
Commutation  of  quarters: 

(1)  Determining  whether  the  officer  was  on  duty  and  entitled  to  quarters:  A.  G. 

(2)  Determining  whether  public  quarters  were  available:  Q.  M.  G. 

(3)  Payments  of  commutation  of  quarters:  P.  M.  G. 
Commutations  of  rations: 

Of  enlisted  men  on  Airlough  and  traveling,  claims  for:  C  G.  S. 

Of  prisoners  of  war,  claims  for  payment  of:  C  G.  S. 
Companies,  record  of  payments  to:  P.  M.  G. 
Company  record  books,  supplying  of:  Q.  M.  G. 
Comptroller.     {See  Second  Comptroller,  etc.,  and  Claims.) 
Confederate  archives:  A.  G. 
Contingencies  of  the  Army:  S.  of  W. 
Contracting  for  subsistence  supplies  or  services:  C.  G.  S. 
Contracts  for  transportation,  preparation,  and  revision  of:  Q.  M.  G. 
Corps  of  Engineers: 

Personnel  of  officers  and  employes  of  the:  C.  of  E. 

Publications  of  the:  C.  of  E. 
Correction  of  records  relating  to  officers  and  enlisted  men:  A.  G. 
Courts  of  inquiry  and  courts-martial: 

(1)  Reviewing  and  reporting  upon  proceedings  of:  J.  A.  G. 

(2)  Publishing  findings  and  sentence  of:  A.  G. 

(3)  Recording,  filing,  etc.,  record  of  proceedings  of:  J.  A.  G. 
(See  Records  of  courts-martial.) 

Deeds,  drafting  of:  J.  A.  G, 

Departments  of  Justice,  answers  to  calls  from:  A.  G.  and  J.  A.  G. 

Departments: 

Discontinued  geographical,  records  of:  A.  G. 

Transportation  of  property  for  the  civil,  of  the  Government:  Q.  M.  G. 
Depositories.     {See  Government  depositories.) 
Deposits  by  enlisted  men,  record  of:  P.  M.  G. 
Deserters,  rewards  for  apprehension  of,  etc. :  Q.  M.  G. 
Desertion,  removal  of  charge  of:  A.  G. 
Detachments,  payments  to:  P.  :M.  G. 

Detail  of  enlisted  men  of  Signal  Corps  as  signalmen:  C.  S.  O. 
Disbursing  officers: 

Balances  to  credit  of.     {See  Balances.) 

Of  the  Quartermaster's  Department,  examination  of  estimates  from:  Q.  M.  G. 

Of  the  Subsistence  Department,  estimates  from:  C.  G.  S. 
Discharge,  certificates  in  lieu  of:  A.  G. 
Discharge  of  clerks,  messengers,  etc. :  S.  of  W. 


500 

Discipline  of  Army,  matters  relating  to:  I.  G. 

Districts,  discontinued  geographical,  records  of:  A.  G. 

Divisions,  discontinued  geographical,  records  of:  A.  G. 

Drafts  paid,  notices  of:  S.  of  W. 

Drainage,  structures  lor:  Q.  M.  G. 

Duties  and  conduct.     {See  Military  duties.) 

Emergency  purchases  of  subsistence  supplies  or  services:  C.  G.  S. 

Engineer  depot  and  post  at  Willets  Point:  C.  of  E. 

Engineer  School  of  Application:  C.  ofE. 

Engineer  troops:  C.  ofE. 

Engineers: 

Board  of:  C.  of  E. 

Publications  of  the  Corps  of:  C.  of  E. 
Enlisted  men: 

Claims  for  reimbursement  of  expenses  incurred  in  subsistence  of:  C.  G.  S. 

Claims  for  commutation  of  rations  while  on  furlough,  travelling:  C.  G.  S. 

Commutation  to,  engaged  as  repairmen  on  telegraph  lines  connected  with  Signal 
Service:  C.  S.O. 

Detailing,  of  Signal  Corps  as  signalmen:  C.  S.  O. 

Enlistment,  promotion,  transfer,  discharge,  retirement,  certificates  of  disability,  and 
final  statements  of  deceased  soldiers:  A.  G. 

Record  of  deposits  by:  P.  M.  G. 

Record  ol  payments  to,  on  discharge:  P.  M.  G. 
Estimates: 

For  appropriations:  S.  ofW. 

From  disbursing  officers  for  quartermaster's  funds:  Q.  M-  G. 

From  disbursing  ofi&cers  for  subsistence  funds:  C.  G.  S. 

Of  apnropriations  for  subsistence  of  the  Army:  C.  G.  S. 

And  bills  from  Public  Printer:  S.  of  W. 
Expenses: 

For  interments  of  officers  and  soldiers:  Q.  M.  G. 

Incident  to  pursuit  of  lost  or  stolen  public  animals:  Q.  M,  G. 

Incurred  in  subsistence  of  enlisted  men,  claims  for  reimbursement  of:  C.  G.  S. 
Extra  duty  during  the  Mexican  war  and  the  war  of  the  rebellion:  Q.  M.  G. 
Extra  duty  pay,  claims  lor:  Q.  M.  G. 
Forms,  distribution  of,  etc. :  Q.  M.  G. 

Fortifications,  surveys  for;  location,  plans,  construction,  care,  repair,  modification,  super- 
vision of  buildings  or  works  within,  or  exterior  to:  C.  ofE. 
Fuel,  commutation  of  fuel  for  officers  and  soldiers:  Q.  M.  G. 
Funds: 

Estimates  received  from  disbursing  officers  for  quartermaster's:  Q.  M.  G. 

Estimates  received  Irom  disbursing  officers  for  subsistence:  C.  G.  S. 

Monthly  accounts  of  receipts  and  disbursements  rendered  by  paymasters,  and  for- 
warded to  Second  Auditor:  P.  M.  G. 

Record  of,  sent  to  paymasters:  P.  M.  G. 

Weekly  and  monthly  statement  of,  for  comparison  with  Treasury  records:  Q.  M.  G. 
and  C.  G.  S. 
Furlough,  claims  for  commutation  of  rations  of  enlisted  men  on:  C.  G.  S. 
Garfield  Hospital,  accounts  of:  S.  of  W. 

General,  general  courts-martial,  and  special  orders  and  circulars:  A.  G. 
Gettysburgh,  monument  and  memorial  tablets  of  regular  Army  at:  C.  of  E. 
Government  depositories,  notification  of  changes  in:  S.  of  W. 
Harbor  lines,  establishment  of:  C.  of  E. 
Horses: 

Claims  for  private,  turned  into  regiments:  Q.  M.  G. 

Claims  for,  lost  by  officers  and  soldiers:  Q.  M.  G. 
Hospital: 

Books  and  medical  records:  S.  G. 

Corps:  S.  G. 

Supplies:  S.  G. 
Hospitals,  payments  to:  P.  M.  G. 
Hospitals  and  hospital  stewards'  quarters: 

Plans  and  specifications  for:  S.  G. 

Report  and  recommendation  upon,  and  construction,  repair,  hire,  or  purchase  of-. 
Q.  M.  G. 
Indebted  railroads,  transportation  for  Army  over:  Q.  'M.  G. 
Indebtedness,  inquiries  as  to:  S.  G. 


2,01 

Insane  soldiers— admission  to  Government  Hospital:  A.  G. 

Inspection  of  South  Pass  jetties:  C.  ofE. 

Inspection  reports  on  subsistence  supplies:  C.  G.  S.  and  I.  G. 

Inspections: 

01" colleges,  etc.,  where  officers  are  detailed  as  professors:  I,  G. 

Of  money  accounts  of  officers  disbursing  public- funds:  I.  G. 

Of  person uel  or  materiel  of  the  Army,  matters  relating  to:  I.  G. 
Instruction  of  the  Army,  matters  relating  to:  I.  G. 
lustrumeiits  lor  military  surveys:  C.  of  E. 
luteriuents  of  officers  and  soldiers,  expenses  of:  Q.  M.  G. 
Inventory  and  iiiepection  reports  of  quartermaster's  stores:  Q.  M.  G. 
Investigations,  making  special  report  uptm  any  military  subject  when  called  upon  by  the 

>Secretary  of  War  or  major-general  commanding  the  Army:  I.  G. 
Job  printing  accounts:  S.  of  W. 
July  4,  1864,  act  of.     {See  Quartermaster's  stores. ) 
Jurisdiction  over  military  reservations.     {See  Military  reservations.) 
Justice,  Department  of,  answers  to  calls  from:  A.  G.  and  J.  A.  G. 
Kind  and  quality  of  articles  for  rations  and  sales:  C.  G.  S.  and  I.  G. 
Laboratory:  S.  G. 

Land-grant  railroads,  transportation  accounts  of  Army  over:  Q.  M.  G. 
Land.     {See  Military  reservations.) 
Law.     {See  INIilitary  and  civil  law.) 

Libraries  at  military  posts  supplying  newspapers  to:  Q.  M.  G. 
Library  of  Surgeon-General's  Office:  S.  G. 
Library  ot  the  War  Department:  S.  ofW. 
Licenses,  drafting  of:  J.  A.  G. 
Lost  public  animals,  recovery  of:  Q.  M.  G. 
Maps  and  charts,  preparation  and  publication  of:  C.  of  E. 
Medical  Museum:  S.  G. 
Medical  officers: 

Assignment  of:  S.  G.  ^ 

Reports  and  returns  of:  S.  G. 
Medical  records  and  hospital  books:  S.  G. 
Medical  supplies:  S.  G. 

Memorial  tablets  of  the  regular  Army  at  Gettysburgh,  Pa. :  C.  of  E. 
Meteorological  instruments  and  apparatus,  etc. :  C.  S.  O. 
Meteorology,  matters  relating  to:  C.  S.  O. 

Mexican  war  and  war  of  the  rebellion,  extra  dut}'^  during:  Q.  M.  G. 
Mileage: 

Disputed  claims  for:  P.  M.  G. 

Record  of  payments  of:  P.  M.  G. 
Military  Academy,  appointment  of  cadets,  reports  of  Boards  of  Visitors,  etc. :  A.  G. 
Military  bridges  and  roads:  C.  of  E. 
Military  courts.     (See  Courts  of  inquiry,  etc.) 

Military  duties  and  conduct,  matters  relating  to  proper  performance  of:  I.  G. 
Military  posts: 

Sites  for:  Q.  M.  G. 

Supplying  newspapers  to  libraries  at:  Q.  M.  G. 
Military  prison  at  Fort  Leavenworth,  Kans. : 

Correspondence  and  orders:  A.  G. 

Manufacture  of  boots,  shoes,  barrack  chairs,  and  corn  brooms  from  material  purchased 
under  contract  by  the  commandant  of  the  prison,  under  direction  of  the  Quarter- 
master-General: Q.  M.  G. 
Military  prisoners,  applications  for  pardon  or  mitigation  of  sentence  of:  J.  A.  G. 
Military  reconnoissances:  C.  ofE. 
Military  reservations  (see  A.  R.  1772): 

Public  lands  purchase!,  appropriated,  or  designed  for: 
•  Permanent  .military  lortifications,  and  laud.s  acquired  in  connection  with  improve- 
ments of  rivers  and  harbors:  C.  ofE. 

Armories,  arsenals,  and  ordnance  depots:  C.  of  O. 

Barracks,  posts,  cantonments,  or  lor  other  military  uses:  Q.  M.  G. 

Rights  of  the  Government  and  others  on,  and  relative  to  extent  of  jurisdiction  over: 
.1.  A.  G. 
Military  signaling  (by  flag,  torch,  lantern,  heliograph,  etc.):  C.  S.  O.     {See  also  Signal- 
ing. ) 
Military  surveys,  instruments  for:  C.  of  E. 
Military  and  civil  law,  preparing  reports  relative  to:  J.  A.  G. 


202 

Militia,  clothing  and  equipage  for.     {See  Clothing  aud  equipage.) 

Miscellaneous  claims  arising  out  of  the  rebellion:  A.  G. 

Money  accounts  of  officers  disbursing  public  lauds,  inspection  of:  J.  G. 

Monroe,  Fort,  wharf  at:  C.  of  E. 

Monument  at  Washington's  headquarters,  Newburgh,  N.  Y. :  C.  ofE. 

Monuments  and  memorial  tablets  of  regular  Army  at  Gettysburgh,  Pa.:  C.  of  E. 

Movement  of  troops:  A.  G. 

Museum  (Medical):  S.  (r.  t  ' 

Muster-rolls  of  the  regular  Army  and  volunteer  forces:  A.'  G. 

National  armory,  matters  relating  to:  C.  of  O. 

National  cemeteries,  matters  relating  to:  i}.  M.  G. 

National  Homes  for  Disabled  Volunteer  Soldiers,  accounts  of:  S.  of  W. 

Navigable  waters: 

Bridges  over:  C.  of  E. 

Riparian  rights  of  the  United  States  and  others  in:  J.  A.  G. 
Newspapers  for  libraries  at  military  posts:  Q.  M.  G. 
Non-commissioned  staff,  record  of  payments  to:  P.  M.  G. 
Notices  of  drafts  paid:  S.  of  W. 

Notifications  of  changes  in  Government  depositories:  S.  of  W. 
Office  of  Commissary-General  of  Subsistence,  estimates  for:  C.  G.  S. 
Officers: 

Appointment,  promotion,  transfer,  details,  leaves,  resignation,  and  retirement:  A.  G. 

Record  of  payments  to:  P.  M.  G. 

Record  of  stoppages  against:  P.  M.  G. 
Officers  of  Quartermaster  Department: 

Changes  of  station  of:  Q.  M.  G. 

Returns  of:  Q.  M.  G. 
Officers  and  soldiers: 

Expenses  for  interments  of:  Q.  M.  G. 

Commutation  of  fuel  for:  Q.  M.  G.     (>See  o/so  commutation  of  quarters.) 
Orders,  general,  general  courts-martial  and  special:  A.  G. 
Ordnance  depots,  matters  relating  to:  C.  of  O. 
Ordnance  sergeants,  claims  of  commutation  of  rations  for:  C  G.  S. 
Ordnance  soldiers,  enlistment,  promotion,  and  dis:'harge  of:  C.  of  O. 
Ordnance  and  ordnance  stores  for  the  Army,  the  militia,  colleges,  the  Executive  Depart- 
ments, or  individuals,  whether  they  be  applications  for  proposals  to  purchase, 
offers  to  sell,  inventions,  or  generally  auytliing  on  the  subject:  C  of  O. 
Ovens.     (/S'eeBake-ovens.) 

Pacific  railroads,  accounts  for  the  transportation  of  the  Army  over  bonded:  Q.  M.  G. 
Pay-roll  of  the  employes  of  the  Qurtermaster-General's  Office:  Q.  M.  G. 
Paymaster: 

Separate  accounts  with  each:  P.  M.  G. 

Record  of  collections  by:  P.  M.  G. 
Paymasters'  bonds,  submitted  to  the  Secretary  of  War,  and,  if  approved  by  him,  are 
sent  by  the  Paymaster-General  to  the  Second  Comptroller  for  tile  in  his  office:  P. 
M.G. 
Payments  to  the  Army,  record  of:  P.  M.  G. 

Pensioners,  invalid,  transportation  for,  journeying  to  procure  artificial  limbs:  Q.  M.  G. 
Pensions,  information  relating  to:  A.  G.  and  S.  G. 
Personal  property,  claims  for  losses  of— act  of  March  3,  1885:  S.  of  W. 
Personnel: 

Of  the  Army,  conduct  and  management  of:  I.  G. 

Of  officers  of  the  Quartermaster's  Department:  Q.  M.  G. 

Of  officers  and  employes  of  the  Corps  of  Enginrers:  C.  of  E. 
Post  cemeteries,  care  of:  Q.  M.  G. 
Post  quartermaster  seargeants,  applications  for  appointment  and  assignment  of,  etc. :  Q. 

M.  G. 
Posts.     (.See  Military  posts.) 
Powder  depots,  matters  relating  to:  C.  ofO. 
Printed  matter,  distribution  of:  Q.  M.  G. 
Prison.     {See  Military  Prison.) 
Prisoners.     {See  Military  prisoners.) 
Prisoners  of  war: 

Claims  for  commutation  of  rations  of:  C.  G.  S. 

Records  of:  A.  G. 
Proceedings  of  courts-martial,  etc.     [See  Courts  of  inquiry,  etc.) 
Promotion  of  clerks,  messengers,  etc. :  S.  of  W. 


203 

Property,  transportation  for  the  civil  departments  of  the  Government:  Q.  M.  G. 

Public  buildings  and  grounds:  C.  of  E. 

Public  funds.      {See  Funds. ) 

Public  Printer,  estimates  and  bills  from:  S.  of  W. 

Publications  of  the  Corps  of  Engineers:  C.  of  E. 

Quality  of  articles  for  rations  and  for  sales:  C.  G.  S. 

Quartermaster's  Department: 

Certificates  of  deposits  for  funds  pertaining  to  appropriations  for  the:  Q.  M.  G. 

Examination  of  accounts  of  officers  in:  Q.  M.  G. 

Personnel  of  officers  of:  Q.  M.  G. 

Reimbursement  of  expenses  incurred  on  account  of:  Q.  M.  G. 

Keturns  of  officers  of:  Q.  M.  G. 
Quartermaster's  stores: 

Claims  for  such  taken  or  furnished  to  the  U.  S.  Army  during  the  rebellion,  under 

_  act  of  July  4,  1864:  Q.  M.  G. 

Examination  of  returns  of:  Q.  M.  G. 

Inventory  and  inspection  reports  of  such  as  are  no  longer  fit  for  use:  Q.  M.  G. 
Quarters,  construction,  etc.,  of:     (<See  Barracks  and  quarters,  Commutation  of  quarters.) 
Railroads.     {See  Pacific  railroads.) 

Rations,  kind  and  quality  of:  C.  G.  S.     [See  Commutation  of  rations.) 
Rebellion: 

Claims  for  quartermaster  stores  taken  during  the  war  of  the:  Q.  M.  G. 

Distribution  of  official  records  of  the:  S.  of  W. 
Rebellion  and  Mexican  war,  extra  duty  during:  Q.  M.  G. 
Reconnoissance  and  surveys:  C.  of  E. 
Record  books.     {See  Company  record  books.) 
Records: 

Of  Federal  and  Confederate  prisoners  of  war,  discontinued  geographical  divisions, 
departments  and  districts,  army  corps,  divisions,  brigades,  camps,  and  depots: 
A.  G. 

Of  volunteer  forces:  A.  G. 

Relating  to  officers  and  enlisted  men,  correction  of:  A.  G. 
Records  of  courts-martial,  furnishing  copies  to  be  used  as  evidence  in  courts  and  by  com- 
mittees of  Congress:  J.  A.  G. 
Records  of  proceedings  of  courts-martial,  furnishing  copies  to  parties  tried:  J.  A.  G. 
Records  of  the  Rebellion: 

Distribution  of:  S.  of  W. 

Subscriptions  to:  S.  of  W. 
Recruiting  parties  and  recruits,  subsistence  of:  C.  G.  S. 
Recruiting  service  relating  to  the  regular  Army:  A.  G. 

Recruiting  service  relating  to  volunteer  forces.  State  quotas  and  credits,  drafted  men, 
substitutes,  bounties  and  claims,  accounts  of  mustering  and  disbursing  officers, 
A.  G. 
Reduction  of  clerks,  messengers,  etc. :  S.  of  W. 
Regulations  and  tactics,  construction  and  issue  of:  A.  G. 
Re-muster  of  officers:  A.  G. 
Repairs  to  buildings  for  use  of  Army:  Q.  M.  G. 
Reports: 

Of  military  operations  and  battles,  on  bills  before  Congress:  A.  G. 

Of  military  operations,  of  battles,  of  inspections,  on  some  claims  to  Congress,  to 
Department  of  Justice  and  Court  of  Claims:  A.  G. 
Reports  and  returns  of  medical  officers:  S.  G. 
Requisitions: 

For  funds:  S.  of  W.  ' 

For  funds  to  be  sent  to  paymasters:  P.  M.  G. 

For  subsistence  supplies  and  blank  forms:  C.  G.  S. 
Reservations.     {Sec  Military  reservations.) 
Returns: 

Of  officers  for  clothing  and  equipage  received,  issued,  and  transferred,  examination 
of:  Q.  M.  G. 

Of  officers  of  the  Quartermaster's  Department:  Q.  M.  G. 

Of  quartermaster's  stores,  examination  of:  Q.  M.  G. 

Of  subsistence  stores  and  property:  C.  G.  S. 

Of  posts,  regiments,  departments,  and  divisions,  militia,  deserters,  casualties,  de- 
cease! soldiers,  and  recruiting:  A.  G. 

Regimental  and  post,  of  volunteer  forces:  A.  G. 
Rewards  for  apprehension  of  deserters:  Q.  M.  G. 


204 

Rifle  competitions,  claims  of  competitors  for  commutation  of  rations:  C.  G.  S. 
Riparian  rights  of  the  United  States,  the  several  States  and  individuals  in  navigable 

-waters:  J.  A.  Gr. 
River  and  harbor  works,  sites  for:  C.  of  E. 
River  and  harbor  works  and  canals:  C.  of  E. 
Roads  and  bridges  in  Yellowstone  Park:  C.  of  E. 
Rolls,  muster,  of  the  regular  Army  and  volunteer  forces:  A.  G. 
Salary  of  officers,  record  of:  P.  M.  G. 

Sales  at  auction  and  other  sources,  certificates  of  deposits  for  funds  pertaining  to  appro- 
priations for  the  Quartermaster's  Department  received  from:  (^.  M.  G. 
Sales  to  officers  and  soldiers,  certificates  of  deposits  for  funds  pertaining  to  appropria- 
tions for  the  Quartermaster's  Department,  received  from:  Q.  M.  G. 
Sales,  kind  and  quality  of  articles  for:  C.  G.  S. 

Second  Comptroller  and  Second  Auditor,  replies  to  inquiries  from,  relative  to  payments 
made  to  officers  and  enlisted  men  both  of  the  regular  Army  and  volunteer  forces 
in  the  Florida,  Mexican,  and  rebellion  wars:  P.  M.  G. 
Secret  service  accounts:  S.  of  \V. 
Sergeants.    [See  Post  quartermaster  sergeants.) 
Settlement  certificates:  S.  of  W. 
Sewerage,  structures  for:  Q.  M.  G. 

Shooting  galleries,  hire,  purchase,  construction,  etc.,  of:  Q.  M.  G. 
Signal  equipments  and  stores,  requisitions  for:  C.  S.  O. 

Signal  Service,  all  matters  relating  to,  including  civil  and  military  force  and  fiscal  ques- 
tions connected  with:  C.  S.  O. 
Signal  stations,  establishment,  maintenance,  or  discontinuance  of :  C.  S.  O. 
Signaling,  instruction  in,  and  other  matters  relating  to:  C.  S.  O. 
Signalmen,  detail  of  enlisted  men  of  Signal  Corps  as:  C.  S.  O. 
Sites: 

For  military  posts:  Q.  M.  G. 

For  river  and  harbor  works:  C.  of  E. 

And  reservations  for  permanent  works:  C.  of  E. 
Soldier  claims,  cases  known  as  being  claims  for  private  horses:  Q.  M.  G. 
Soldiers  and  officers,  expenses  of  interments  of :  Q.  M.  G. 
Soldiers'  Home: 

Transportation  for:  Q.  M.  G. 

Monthly  requests  of  commissioners  to  withdraw  money  from  the  permanent  fund: 
S.  of  W. 
South -Pass  Jetties,  inspection  ot:  C.  of  E. 

Specifications  and  charges,  preparation  and  revision  of:  J.  A.  G. 
Stables,  hire,  construction,  purchase,  etc.,  of:  Q.  M.  G. 
Statements,  weekly  and  monthly,  of  funds:  Q.  M.  G.  and  C.  G.  S. 
Stationery  for  War  Department  and  its  bureaus:  S.  of  W. 
Stations  of  officers  of  the  Quartermaster's  Department,  changes  of:  Q.  M.  G, 
Stolen  public  animals,  recovery  of:  Q.  M.  G. 
Stoppages  against  officers,  record  of:  P.  M.  G. 
Store-houses,  purchase,  construction,  hire,  etc.,  of:  Q.  M.  G. 
Storms,  observations  and  reports  of:  C.  S.  O. 
Street-car  tickets,  issue  of:  Q.  M.  G. 
Structures  for  the  Army,  erection  of:  Q.  M.  G. 
Subsistence  of  the  Army: 

Estimates  for:  C.  G.  S. 

Matters  relating  to:  C.  G.  S. 
Subsistence  ot  enlisted  men,  claims  for  expenses  incurred  in:  C.  G.  S. 
Subsistence  of  recruiting  parties  and  recruits:  C.  G.  S. 

Subsistence  Department,  employment  and  compensation  of  civilians  in:  C.  G.  S. 
Subsistence  funds: 

Accounts-current  for:  C.  G.  S. 

Estimates  from  disbursing  officers  for:  C.  G.  S. 

Weekly  and  monthly  statements  of:  C.  G.  S. 
Subsistence  funds  or  supplies,  all  papers  connected  with  the  settlement  of  an  officer's  ac- 
countability for:  C.  G.  S. 
Subsistence  stores  and  property: 

Purchase,  issue,  sale,  and  transfer  of:  C.  G.  S. 

Returns  of:  C.  G.  S. 
Subsistence  supplies: 

Boards  of  survey  and  inspection  reports  on:  0.  G.  S. 

Requisitions  for:  C.  G.  S. 


205 

Subsistence  supplies  or  property,  claims  for  payment  of:  C.  G.  S. 
Subsistence  supplies  or  services: 

Advertising  and  contracting  for:  C.  G.  S. 

Emergency  purchases  of:  C.  G.  S. 
Supplies  for  the  Array,  character,  quality,  and  adequacy  of:  I.  G. 
Supplies  for  War  Department  and  Bureaus,  including  stationery,  miscellaneous  supplies, 

fuel,  ice,  etc. :  S.  of  W. 
Supplies  (Quartermaster),  distribution  to  the  Army:  Q.  M.  G. 
Surgeon-General's  office,  library  of:  S.  G. 
Surveys  and  military  reconnoissances:  C.  of  E. 
Surveys  (military),  instruments  for:  C.  of  E. 
Tactics,  construction  and  issue  of:  A.  G. 
Target  ranges,  hire,  purchase,  construction,  etc.,  of:  Q.  M.  G. 
Telegrams,  claims  for:  Q.  M.  G- 
Telegrapli  lines: 

Construction,  operation,  maintenance,  equipment,  and  repair  of  United  States  mili- 
tary or  sea-coast  telegraph  lines  and  cables  (and  telephone  lines) :  C.  S.  O. 
Providing  operators  and  repairmen  for:  C.  S.  O. 
Telephone  lines.     (ibVe  Telegraph  lines. ) 
Tolls,  claims  for:  Q.  M.  G. 
Torpedoes  and  instruction  therein:  C.  of  E. 
Transportation:  Q.  M.  G. 

Books  of  requests  for:  Q.  M.  G. 
Transportation  accounts  of  the  Army  over  land-grant  railroads:  Q.  M.  G. 
.Transportation  claims  of  Army  during  the  rebellion:  Q.  M.  G. 
Transportation  contracts,  preparation  and  revision  of:  Q.  M.  G. 

Transportation  for  invalid  pensioners  journeying  to  procure  artificial  limbs:  Q.  M.  G. 
Transportation  of  property  for  the  civil  departments  of  the  Government:  Q.  M.  G.        ' 
Transportation  for  the  Soldiers'  Home:  Q.  M.  G. 
Treasury  certificates  for  bounty  and  back  pay,  payment  of:  P.  M.  G. 
Trusses  and  appliances:  S.  G. 

Uniform,  outfit,  and  supplies  of  the  Army,  matters  relating  to:  I.  G. 
Vessels  owned  by  the  Quartermaster's  Department:  Q.  M.  G. 
Volunteer  forces,  records  of:  A.  G. 

Volunteers  in  Florida,  Mexican,  and  rebellion  wars,  record  of  payments  to:  P.  M.  G. 
Vouchers  for  advertising  and  job  printing:  S.  of  W. 
Vouchers,  regular  purchase,  certified  accounts  known  as:  Q.  M.  G. 
War  Department,  library  of:  S.  of  W. 
,  Washington  Aqueduct:  C.  of  E. 
Washington  Monument:  C.  of  E. 

Washington's  Headquarters,  Newburgh,  N.  Y.,  Monument  at:  C.  of  E. 
Water  supply,  structures  for:  Q.  M.  G. 
Weekly  and  monthly  statements  of  Subsistence  funds:  C.  G.  S. 

Of  Quartermaster  funds:  Q.  M.  G.  % 

Wharf  at  Fort  Monroe:  C.  of  E. 

Wharves,  hire,  construction,  purchase,  etc.,  of:  Q.  M.  G. 
Willets  Point,  Engineer  depot  and  post  at:  C.  of  E. 
Witness  fees.     {See  Claims. ) 

Works  (permanent),  sites  and  reservations  for:  C.  of  E. 
Wrecks,  removal  of:  C.  of  E. 
Yellowstone  Park,  roads  and  bridges  in:  C.  of  E. 

The  foregoing  assignment  of  business  will  be  observed  in  all  the  offices  and  bureaus 
of  this  Department. 

Wm.  C.  Endicott, 

Secretary  of  War, 
War  Department,  February  13,  1889. 


206 

[Inclosure  No.  5.] 
[Circular.] 

War  Depaetment, 
Washington  Ciii/,  Fehruat'y  9,  1889. 

The  classes  of  work  falling  within  the  jurisdiction  of  the  several  bureaus  of  the  De- 
partment are  being  arranged  from  the  statements  made  by  chiefs  of  bureaus,  and  will 
soon  be  ])ublished  for  distribution.  In  connection  therewith,  each  chief  of  a  bureau  is 
requested  to  have  a  list  prepared  of  the  classes  of  papers  acted  upon  in  the  several  divis- 
ions of  his  bureau,  noting  thereon  the  name  of  the  person  who  acts  upon  each  item. 
This  list  to  be  arranged  for  easy  reference,  and  copies  distributed  to  the  several  record 
divisions  in  his  bureau,  in  order  that  duplicatiou  of  entries  may  be  avoided  and  it  may 
be  definitely  known  where  to  send  papers  after  they  are  entered.  Lists  to  be  corrected 
from  time  to  time  when  necessary. 

By  order  of  the  Secretary  of  War: 

JaHN  TWEEDALE, 

Chief  Clerk, 


INDEX. 


Page. 

Abbreviations,  list  of 134 

Accounts  of  supply  division  paid  by  disbursing  clerk  W.  D.  and  audited  by  1st 

Auditor 85 

Kegulations  for 85 

To  be  inspected  by  officer  of  the  I.  G.  Department 83 

Accountable  requisition,  consolidated  form  for 73" 

Acknowledgments  of  receipt  in  certain  cases,  recommended 122 

Blank  letter  forms  in  certain  cases,  specimens  of 122-123 

Postal-card  of 122 

Action  of  S.  W.  on  recommendations  of  Board  on  Business  Methods  : 

Discontinuing  letters  of  request  on  settlement  certificates 15 

Approving  rules  and  regulations  of  W.  D 15 

Concerninji  certs,  of  deposit 30 

In  letter.to  Sec.  of  the  Treasury  June  21,  1888 30 

By  circular  of  June  21,1888   30 

By  instructions 30 

By  orders  of  June  18,  1888 30 

By  revoking  Par.  160 S  A.  R . 30 

Concerning  Army  paymasters'  collections 32 

On  printing  of  card  index  of  164th  N.  Y.  Vols 45 

On  credit  requisitions - 48,72 

In  consolidating  deposit  lists  in  W.  D 72 

Discontinuing  duplicate  requisitions  on  Public  Printer 74 

Referring  proposed  circular  on  administration  to  bureau  officers  for  report..  79 

Establishing  half-hourly  mail  service . 81 

Kelieving  Capt.  Hoy  t  from  supply  division  and  assigning  Mr.  Thorp  to  charge  86 

Kescinding  circular  requiring  daily  reports  of  vrork 89 

In  indorsement  approving  report  of  Board  on  Correspondence . 137 

In  circular  February  15,  1889,  to  carry  out  report  of  Board  on  Correspond- 
ence    138 

In  eircular  of  February  9  and  13,  1889,  relating  to  correspondence 196 

On  report  of  board  (except  as  to  correspondence)  in  letter  to  chairman  of 

Senate  select  committee,  January  23,  1889 1,8 

Transmitting  report  of  Board  on  Correspondence  and  recommending  appro- 
priation for  blanks  for  printing  of  report  of  board;  also  for  payment 

to  a  Board  on  Business  Methods 90 

Authorizing  the  Q.  M.  G.  to  sign  by  order  of  the  Secretary  of  War 76 

Establishing  supply  division,  July  21,  1884 84 

As  to  assignment  of  business  to  the  bureaus  ._.  _. 206 

"Action  on  papers,"  definition  of 90 

Adjutant-General,  remarks  of,  on  report  of  board  on  card-index  record  of  rolls,.  43 

Vievsrs  of,  on  administration  and  course  of  papers 77 

Administration — Appendix  8 74 

Letter  of  Q.  M.  G.  of  August  22,  1873,  as  to  disposing  of  cases  by  him,  and 

signing  by  order  of  the  S.  ofW 75 

Suggestion  of  Q.  M.  G.  approved  September  9,  1873 75, 76 

Views  of  present  Q.  M.  G.  as  to  unnecessary  routine  in  correspondence- 76 

Proposed  extension  of  order  of  September  9,  1873,  to  other  bureaus,  and  pa- 
pers to  be  signed  " By  authority  of  the  S.  ofW."  __  77 

Those  ' '  by  Order  of  the  S.  of  W. "  to  be  recorded  in  his  office 77 

Chiefs  of  bureaus  should  correspond  with  military  commanders  on  business 

of  bureau 77 

Views  of  A.  G.  as  to  change  of  regulations,  so  that  papers  may  be  sent  by 

dept.  commander  direct  to  bureau T7 

207 


208 

Page. 
Administration — Appendix  8 — Continuecl. 

Views  of  Q.  M.  G.,  C.  G.  S.,  and  G.  of  O 77,78 

Chiefs  of  bureaus  should  report  G.  O.  and  A.  K.  to  be  amended  to  conform  to 

proposed  circular 78 

Proposed  amended  circular 78,79 

Papers  to  be  sent  direct  from  oflSce  of  S.  of  W.  to  bureau 79 

Report  to  be  made  to  S.  of  W.  in  cases  requirina  his  action 70 

Papers  to  be  tiled  iu  office  to  which  they  pertain 79 

What  papers  submitted  to  S.  of  W.  should  show  subject  to  be  indicated 

in  upper  left-hand  corner  of  paper    79 

Chiefs  of  bureaus  to  decide  certain  cases  in  their  own  names,  signing  "  By- 
authority  of  the  Secretary  of  War"    „.. 79 

Cases  decided  by  8.  of  W.,  how  signed 79 

Chiefs  of  bureaus  to  correspond  with  mil.  commanders  or  staff  officers  on 

business  of  bureau . 79 

Suggestions  from  bureaus  on  circular  called  for,  and  detailed  statement  of 

classes  of  work  belonging;  to  bureau ._ 79 

And  list  of  orders  or  A.  K.  requiring  amendment  to  conform  to  this  circular.  79 

Alphabetical  arrangement  of  card-index  record  of  rolls 34 

Arrangement  of  cards  of  rolls  by  regiment  and  State  not  approved  by  A.  G..*  44 

Lists  preferred 136 

Appendix  No.  1.     Ke-quests  for  requisitions  and  settlement  certificates 13 

2.  Rules  and  Regulations  W.  D.  June  4,  1888 . 15 

3.  Certificates  of  deposit 16 

4.  Army  paymaster's  collections 31 

5.  Card-index  record  of  rolls  of  Vol.  army 33 

6.  Credit  requisitions 46 

7.  Requisitions  on  Public  Printer 73 

8.  Administration 74 

9.  Messenger  service 80 

10.  Supply  division 82 

11.  Daily  reports  of  work .__ 86 

12.  Correspondence 89 

Appointments  to  fill  vacancies 109 

Army  paymaster's  collections,  App.  4 31 

Funds  in,  pertaining  to  other  appropriations  than  "pay.  &c..  of  the  Army," 
mostly  covered  into  the  Treasury  and  drawn  out  by  long  routine  de- 
scribed   31 

Letter  of  P.  M.  G.  to  Qi  M.  G 31 

Endorsements  of  Q.  M.  G.  and  S.  of  W 31-32 

Settlement  cert,  prepared  by  2d  And 32 

Sent  to  2d  Compt. ,  returned  to  S.  of  W.  and  P.  M.  G.  and  Q.  M.  G 32 

Transfer  and  counter  requisitions  and  sending  to  2nd  Aud.,  3rd  Aud., 

and  warrant  div.,  etc.-  38 

P.  M.  G.  should  designate  appropriation  on  cert,  of  deposit  .__ 32 

Views  of  board  approved  by  S.  of  W.  June  22, 1888 32 

Army  Regulations,  G.  O.  revoking  par.  1608  of 30 

Conflict  in,  as  to  certs,  of  deposit 24 

Relating  to  certs,  of  deposit  given 26 

Necessary  changes  in,  to  conform  to  proposed  circular  to  be  reported  by  bu- 
reau officers 79 

Assignment  of  business.-. 197-205 

Assistant  Secretary  needed  in  W.  D 7,11 

Automatic  dating  and  numbering  machine 41 

Biank  letter  forms  in  certain  cases -  123 

Blue  pencil,  underscoring  parts  of  letter  with 118 

Board  on  Business  Methods,  report  of,  transmitted  to  Congress  by  letter  of  S.  of 

\V.  January  23,  1889 1 

Scope  of,  how  duties  of  members  of  were  performed ^     7 

Report  of,  as  to  corraspondence  transmitted  to  Congress *   89 

Order  appointing 9 

Object  of 9 

Suggestions  invited  1o 11 

Decide^  to  investigate  matters  by  topics,  and  report  on  each  separately 11 

Recess  of 11 

Delayed,  by  what  causes. 11 


209 

Page. 
Board  on  Business  Methods,  etc. — Continued. 

Care  of,  in  making  recommendations  lor  change 11 

Keasons  lor  recomraeudation.v  of,  fully  stated 11 

Printing  of  report  of 89 

Visits  certain  corporations,  etc 116, 117 

(See  Recommendations  of.) 
Book.     (.SVc  Charge  book.) 

Books,  in  Keq.  Div.  to  be  discontinued _ „.  24,30 

Of  certificates  of  deposit  in  Q.  M.  G.  O.  to  be  consolidated 24 

In  office  of.C.  G.  S.  of  record  of  certificates  of  deposit 21 

In  P.  M.  G.  O.  of  certificates  of  deposit 22 

InS.  G.  O.  of  certificates  of  deposit 22 

.   In  C.  S.  O.  of  certificates  of  deposit 23 

(^fr^'Kecord  books,  letters  received  and  letters  sent.) 

Brief  cards,  notations  on , 119 

Briefing  and  indexing,  instructions  relative  to 1 119 

Briefing  of  papers,  rules  for 119 

Brower  Bros.,  N.  Y.  City,  cabinet  letter  files  manufactured  by 135 

Business,  assignment  of 197-205 

Should  be  disposed  of  with  promptness,  with  leastentries  possible,  etc 9 

Present  method  of  transacting,  as  illustrated  in  the  transfer  of  the  steamer 

Success 100-109 

Pension  case  of  Thos.  W.Taylor 110-116 

Houses.     (/SVe  Corporations,  etc.) 
(See  Item  of.  Reduction  of ) 

Bureau,  correspondence  of  chief  of,  with  mil.  commander  or  staff  officer 79 

Statement  of  classes  of  work  belonging  to  each  to  be  made 79 

Chiefs  of  should  have  authority  to  dispose  of  certain  papers  and  sign  by  au- 
thority of  Secretary  of  War 79 

Bureau  officers,  reports  of,  on  papers  submitted  to  S.  of  W 74,  79 

Reports  of,  as  to  amendments  to  proposed  circular  on  administration 79 

To  report  necessary  changes  in  A.  R.  and  orders  to  make  them  conform  to  pro- 
posed circular 79 

Bureaus,  chiefs  of,  to  extend  asssistance  to  the  P>oard  on  Business  Methods 10 

Classes  of  work  falling  to,  to  be  stated 79 

Heads  of,  attention  of,  invited  to  R.  S.  173,  174,  and  175 . 87 

Separate  appropriation  for  office  contingencies  for,  prior  to  1883 82 

Bureaus,  W.  D.,  to  prepare  accountable  requisitions 72,73 

Cabinet  files  suggested 135 

Calls  for  information  from  vol.  rolls  and  records.  No.  of,  unanswered  July  1, 1888.  42 

Calls,  No.  of,  for  information  from  rolls  received  in  A.  G.  O 36 

From  records,  no  record  of,  kept  in  P.  M.  G.  O 41 

Cameron,  Amberg  &  Co.,  cabinet  letter  files  manulactured  by 135 

Card,  index  record  of  rolls  of  volunteer  army,  Apj).  5 33 

When  work  of,  was  commenced 33 

Method  of  making,  pursued 33 

Size  of  form  of,  used 33 

Contains  all  the  information  on  the  rolls  except  name  of  paymaster 33 

Completed  and  underway 33 

Avangementof 33 

Use  made  of 33 

Printing  of,  recommended 33 

Should  be  arranged  in  one  alphabetical  series  for  regiment 33 

Objections  to  printing  answered 34 

Publications  already  made  of  military  records 34 

Of  soldiers  by  States,  by  W.  D.,  and  by  Congress 34 

Advantages  of  printing 34 

Alphabetical  series  for  state 34 

Regimental  registers  discbntinued,  and  reasons  therefor 34 

Discontinuance  of  reg.  registers  recommended  by  Senate  select  committee 34 

Extract  from  report  of  Senate  committee  recommending  the  system,  alpha- 
betical arrangement  by  regiment  and  State,  and  printing  of .34 

Number  of  rolls  in  A.  G.  O 35 

Of  men  in  vol.  army  and  of  cards  required 35 

Pages  in  printed  copy  of 35 

Cost  of  printing  and  binding __.  35 

17958- 11 


210 

Page. 
Card,  index  record  of  rolls  of  volunteer  army,  App.  5 — Continued. 

Printing  of,  of  l(j4th  N.  Y.  Vols,  recommended  to  test  cost  and  utility 35 

Cylinder  lor  placing  rolls  on,  recommended 35 

Kecoramended  when  full  military  history  is  Citlled  for 35 

And  to  be  in  copying  ink  and  press  copy  sent  in  answer  to  call ^ 35 

Such  cards  to  be  filed  and  future  answers  to  be  made  from  them 36 

Objections  because  such  cards  not  compared  considered 36 

Calls  for  information  from  rolls  received  in  1884-5-6  and  duplication  work  in 

answering  such  calls 36 

Estimate  of  time  required  to  complete 1 36 

Number  of  clerks  required  by  law  to  be  engaged  on  rolls,  regiments  to  be 

carded 36 

Number  of  clerks  saved  by 36 

Table  showing  average  calls  answered  by  one  clerk  monthly  in  1884  to  1887_  36 

Work  required  in  answering  x;alls 37 

When  20  regimeilts  are  carded  one  clerk  can  be  spared  for  work  on 37 

Falling  off  of  calls  after  printing  of 37 

Number  of  men  now  engaged  on 37 

Number  of,  which  can  be  completed  in  a  year _  37 

Table  showing  progress  of  work  on  basis  given 37 

Number  of  clerks  required  to  complete,  in  a  given  time  falling  off  of  calls 

when,  are  printed  and  gain  thereby 38,  39,  40 

Necessity  for  something  to  save  rolls 41 

Time  rolls  will  last 41 

180  men  should  be  put  on  work  of 41 

Work  done  on  card  index  in  Record  and  Pension  Div.  ,S.  G.O 41 

Transfer  of  certain  records  to  S.  G.  O.  suggested 41 

Pension  Record  Div.,  A,  G.  O.,  employs  9  men  who  could  be  employed  in 

answering  calls  if  they  could  be  answered  promptly 41 

Record  not  required  if  calls  answered  promptly 41 

No  record  of  calls  kept  in  P.  M.  G.  O 41 

Automatic  dating  and  numbering  stamp 41 

Discontinuance  of  Record  and  Pension  Div.  recommended 41 

Number  of  unanswered  calls  July  1,  1888 42 

The  work  should  be  brought  up  to  within  a  week 42 

Sample  of  card.  Exhibit  A — 42,43 

Remarks  of  A.  G.  on  Report  of  Board  on 43 

Does  not  concur  in  recommendation  for  printing  and  reasons  given;  time 

required  for  reading  proof;  rolls  do  not  give  complete  in  formation.-.  43 
May  be  erroneous  and  corrected  by  other  records;  might  not  be  accepted 

by  auditing  officers  as  official  basis  for  action 44 

The  information  for  settlement  of  soldier's  claim  should  be  furnished  of- 
ficially by  W.  D.  and  not  taken  from  printed  records 44 

The  printing  of  the  164th  N.  Y.  Vols,  not  advised;  one  alphabetical  series 
for  regiments  and  States  not  advised;  no  special  objection  to  cylinders 
suggested,  but  advantages  considered  doubtful;  carding  of  full  mili- 
tary histories  and  furnishing  press  copies  in  answer  to  calls  not  ap- 
proved; objections  to  stated 44 

Addition  to  force  as  suggested  advisable 45 

Reduction  of  business  in  answering  calls  can  not  be  anticipated •..  45 

Large  number  of  calls  in  last  five  m'nths;  proposed  transfer  of  records  to 

S.  G.  O.  notapproved 45 

Record  and  Pension  Div.  necessary  if  inquiries  of  members  of  Congress 

and  others  are  to  be  answered 45 

Order  of  S.  of  W.  of  January  18,  1889,  for  printing  300  copies  of;  of  the  164th 
N.  Y.  Vols,  to  test  value  of  printing;  how  to  be  distributed,  and  re- 
ports to  be  made  as  to  value  of  book _.  45 

Card  Index  Record.     Sample  of '- 42,43 

Card  Index  Record  system,  advantages  of 6 

Recommended 133 

Compared  with  present  system  of  keeping  the  records.-- 133 

Arrangement  by  subjects 124 

Form  and  style  of  card  index 124 

In  use  in  Record  and  Pension  Division,  S.  G.  O 125 

In  lieu  of  letters-received  books,  advantages  of 119 

Should  be  of  same  size  in  each  bureau 111 

Slight  danger  of  logiug  the  caidi.^ »• > •••.».•...•..•  184 


211 


Page. 

Card  index  blanks  for  use  of  searchers _ __- 132 

Card  index  briefs,  adoption  of,  recommended 121 

Objectof 122 

Specimen  of 121 

Card  index  ot  decisions,  etc 133 

(iSee  Decisions.) 

Card  index,  samples  of  (Ex.  B.) 180-85 

Card-record  book ^ 124 

Card  record.     (See  Record  Card.) 
Cards.     (See  Office  Mail  Cards.) 

Certificates  of  deposit,  Appendix  3 16 

How,  arise;  issued  in  duplicate;  embrace  two  classes  of  public  fund 17 

Should  not  be  confounded  with  receipts  for  funds  deposited  to  credit  of  an 

officer 17 

Course  of  business  pursued  with,  traced  by  steps _ 17 

What,  must  show  on  face 17 

Copy  of  face  of 1 17 

Stamp  and  endorsement  on 18 

Receipt  of,  at  office  of  S.  of  W 18 

Record  ot  in  Req.  Div 18 

Indocket  book 18 

In  record  of 19 

Sent  in  to  Q.  M.  G 19 

Action  on,  in  Q.  M.  G.  O 19 

Entryof,  in  Q.  M.  G.  O J9 

Form  of  record  book  of,  in  Q.  M.  G.  O 20,21 

Similar  routine  of,  in  other  bureaus 21 

InofficeofC.  G.  S 21 

InofficeotP.  M.  G 22 

In  office  of  P.  M.  G.  arising  under  stoppage  circular  and  under  paymaster's 

collections 22 

InS.  G.  O 22 

InofficeofC.  of  O 22 

In  office  of  C.  of  E 23 

InSignal  Office -. 23 

Duplication  of  work  in 23 

Recommendations  concerning 24 

Should  be  forwarded  from  Treasury  to  S.  of  W.  without  wrapper,  endorse- 
ment or  signature  of  C.  C. ;  then  sent  without  entry  to  bureau  to  be 
stamped  and  entered ;  appropriation  to  be  designated  in  bureau,  but 
no  signature  required;  then  forwarded  to  Treasury  Dept. ;  should  not 
remain  in  W.  D.  more  than  two  days;  not  to  be  recorded  in  letters  re- 
ceived or  sent;  two  record  books  of,  in  i^eq.  Div.  should  be  discon- 
tinued; two  books  of,  in  Q.  M.  G.  O.  to  be  consolidated 24 

Proposed  new  form  of. 25 

Numberof,  received  in  office  of  S.  of  W.  in  1887 24 

Defects  of  Army  Regs,  concerning 24 

Proceeds  of  sales  of  Government  property.  Exhibit  A,  sections  of  the  A.  R. 

relating  to  such  sales ". 25 

Statement  of  number  of,  received  in  Req.  Div.  in  1887,  Exhibit  B 20 

Paragraphs  of  A.  R.  concerning,  given,  ExhibitC 26 

Action  of  S.  and  W.  and  Secretary  of  Treasury  on  recommendations  of  board 

concerning 28,29,30 

Charge  book,  in  connection  with  keeping  record  cards 132 

Number  of  lines  to  page  of * 132 

Sample  of 133 

Charging  papers  withdrawn  from  files 99,132 

Chief  clerks  to  supervise  the  work  of  other  clerks  (Sec.  173,  R.  S.),  shall  revise 
the  distribution  of  work  from  time  to  time,  and  make  any  monthly  re- 
port of  and  defects  in  business  methods  (Sec.  174,  R.  S. ) 86 

When  monthly  reports  of,  received  duty  of  superior  officers  to  take  action  to 

remedy  defects  pointed  out  (Sec.  175,  R.  S.) 86 

Chief  of  Ordnance,  views  of,  on  correspondence 78 

Chiefs  of  Bureaus.     (See  Bureaus. ) 

Chief  Signal  Officer,  recommendations  of,  relative  to  keeping  the  records  in  Signal 

Office _ 121 


212 

Page. 
Circular  to  chiefs  of  bureaus  requiring  history  of  a  case  to  ascertain  if  unnecessary 

work  is  done 110 

Circular,  W.  D.,  April  4,  1888,  inviting  suggestions  to  be  sent  to  the  Board  on 

Business  Methods 10 

April  19,  1888,  discontinuing  letters  of  request  on  settlement  certificates 15 

August  9, 1888,  discontinuing  separate  requests  for  accountable  requisitions.  72 

September  11,  1888.  discontinuing  duplicate  requisitions  on  Public  Printer.-  74 

Proposed,  on  administration . 78 

Proposed,  amended,  on  administration .  137 

July  21,  1884,  providing  for  supply  di v.,  W.  D ;_.  .84 

February  19,  1885,  regulations  for  accounting  for  supplies  furnished  supply 

div 84 

April  25, 1845,  requiring  monthly  reports  and  reports  of  unauthorized  absences 

of  clerks _, -.  80 

April  23,  1887,  requiring  daily  reports  of  work    '.__. 87 

January  21,  1889,  rescinding  cir.  of  April  23,  1887 89 

[See  Orders.) 

February  15,  1889,  to  carry  out  report  of  board  as  to  correspondence 138 

February  9,  1889,  as  to  tracing  of  cases  to  show  course  of  business  by  chiefs 

of  bureaus 196 

February  13, 1889,  on  administration 196 

February  9,  1889,  as  to  assignment  of  business  to  the  bureaus 206 

Classes  of  work  falling  to  each  bureau  to  be  reported 79 

Clerks,  distribution  of  labor  among I 87 

Daily  statement  of  absence  of,  required  to  be  kept  by  President  Polk 87 

Absenceof,  to  be  reported 87 

Daily  reports  from,  required __. 87 

Definition  of 90 

Pay  of,  for  overtime 11 

Reriarks  upon  work  performed  by  low-grade  and  high-grade 109 

Remarks  upon  useful  employment  of 109 

Statement  as  to  non-payments  of  debts  by,  required 87 

Cockrell,  Hon.  F.  M.,  chairman  senate  select  committee.     {See  Senate  Select 

Committee.) 
Collections  of  Army  Paymasters.     (See  Army  Paymasters'  Collections. ) 

Colored  pencil,  use  of,  recommended 118, 130 

Commercial  houses.     {See  Corporations. ) 

Commissary-General  of  Subsistence,  views  of,  on  correspondence  -  78 

Commission  on  business  methods  recommended  for  Treasury  and  W.  D 10 

What,  should  do,  and  what  action  should  be  taken  on  report  of 10 

Committee  on  Business  Methods.     (See  Commission ;  Board  on  Business  Methods. ; 

Comparison  of  cards  with  rolls  not  necessary 36 

Communications,  returning  of  by  indorsement . 116 

Concl visions  of  the  board  on  the  subject  of  correspondence 137 

Corporation  and  commercial  establishments  visited  by  the  Board  on  Business 

Methods 116-117 

And  Government  Departments,  difference  in  manner  of  acting  on  correspond- 
ence by,  and  remarks  thereon 116-117 

Correspondence,  difference  in  manner  of  acting  on,  by  corporations  and  Govern.- 

ment  Departments,  with  causes  of  difference  and  table  of  coutra.st 116-117 

Report  on 89-205 

Credit  requisitions.  Appendix  No.  6 46 

Letter  of  Secretary  of  Treasury  and  recommendation  of  Treasury  board  that 

the  W.  D.  make  out  itaown,  hereafter 46 

Prepared  in  2d  and  3d  Auditor's  Offices  no  reason  why  W.  D.  should  not  pre- 
pare its  own _ 46 

Consolidated  form  for,  recommended  to  save  labor 46 

Explanation  of  form . 47 

Advantages  of  proposed  form  of 47 

Consolidation  of  letter  of  request,  accountable  requisition,  and  accountable 

warrant  recommended 47 

Letter  of  request  and  requisition  consolidated  in  W.  D 48 

Form  of  proposed  consolidated  deposit  list,  requisition,  and  warrant.  Ex- 
hibit A  48 

Copies  of  six  deposit  lists,  P:xhihits  B,  E,  H,  L,  O,  and  R 50,  53,  56,  59,  62,  65 

Copies  of  six  requisitions,  Exhibits  C,  F,  I,  M,  P,  and  S 51,  54,  57,  60,  63,  66 


213 

Page. 

Credit  requisitions,  Appendix  No.  6— Continued. 

Copies  of  six  warrants,  Exhibits  D,  G,  K,  N,  Q,  and  T 52,  55,  58,  61,  G4,  67 

Form  of  credit  req.  Q.  M.  G.,  Exhibit  U _  68 

Form  of  accountable  req.,  Exhibit  V 69 

Form  of  accountable  warrant.  Exhibit  W 70 

Form  of  consolidated  request,  accountable  requisition,  and  accountable  war- 
rant, Exhibit  X . -  71 

Letter  of  S.  of  W.  to  Sec.  of  Treasury  as  to  W.  D.  making  out  its  own,  and 
enclosing  copy  of  report  of  board  on  circular,  August  9,  1888,  consol- 
idating, with  request  for 1 72 

Form  of  consolidated,  to  be  prepared  in  bureaus __ _  72 

Consolidated  form  of  deposit  lists  adopted  by  W.  D--_ 73 

Cross-reference  cards,  recommended 123 

File-boxes  for 131 

Kind  of  paper  for 131 

Manner  of  indexing  nameson 132 

Specimens  of 190 

Cylinders  for  rolls,  no  special  objection  to,  by  A.  G r 44 

Daily  reports,  Appendix  11 86 

Of  absences  directed  by  the  President  to  be  kept  by  heads  of  bureaus 87 

Shall  not  contain  statements  of  work  in  reply  to  oral  inquiries 87 

Work  reported  under ^ 87 

Voluminous  character  of 88 

Chief  S.  O.  invites  attention  to  expense  of  making,  and  waste  of  time 88 

Unsatisfactory  return  of ^...: 88 

Objections  to,  by  the  C.  C,  S.  G.  O 88 

Order  requiring,  too  literally  construed;  recommendation  that  circular  requir- 
ing, be  rescinded 89 

W.  D,  circular,  January  21,  1889,  rescinding  circular  requiring 89 

Debts,  statement  of  complaints  as  to  non-payment  of,  by  clerks  required  by  the 

President  in  1845 87 

Decisions,  need  of  index  of — 124 

Preserving  searches  of 134 

Or  precedents,  card  index  of » 133 

Advantages  of  card  index  of 133 

Books  made  up  of  card  indexes  of 134 

Present  manner  of  keeping  record  of,  too  slow  for  time  of  w^r 137 

Proposed  card  index  of 133 

Size,  style,  and  copies  of  card  index  of 134 

Or  precedents,  list  of 180-185 

Definition  of   "Action    on  papers,"    "Clerks,"    "Department,"     "Important 
papers,"  "  Information  of  value, "  "Mail,"  "Letters,"  "Papers,"  and 

"Kecorded"  or  "Eecording" 90 

Delay  in  handling  papers,  remedying  of.     (^ee  Taylor. ) 

"Department."  definition  of 90 

Departments.     {See  Government  Departments. ) 

Deposit  lists,  consolidated  form  for  copies  of 48 

Disbursing  officer's  receipts  not  certificates  of  deposit 17 

Drafts  of  important  letters 117 

Duplication  of  entries  to  be  avoided 117-119 

Effect  of  order  of  February  13  on  duplication 118 

Duplication  of  work,  Army  paymaster's  collections 31 

To  be  avoided . 10 

Certificates  of  deposit , i 23 

Employes,  retired-list  for , 12 

Salaries  of 11,12 

Superannuated,  letters  of  Chas.  J.  Folger  and  John  Sherman,  Secretaries  of 

the  Treasury,  concerning  hardship  of  discharge  of 12 

Equitable  Life  Assurance  Society,  N.  Y 116 

Exceptions  in  practice,  being  table  of  letters  and  papers  not  recorded 92-98 

File-boxes  for  cross-reference  cards 131 

Cases  for  record  cards 131 

Files,  manner  of  keeping  record  of  papers  withdrawn  from 99, 132 

Saving  of  space  in  the 135 

First  Auditor  audits  account  of  disbursing  clerk  W.  D.  for  supply  div 85 


214 

Page. 

Form  of  certificate  of  deposit 17 

New,  of  accountable  requisitions 73 

Of  books  of  registry  of  cert,  of  dep 18,  19,  20,21,22,23 

New,  of  C.  of  D.  proposed 28,  29 

Of  paymasters' collections 31 

Of  card-index  record  of  soldier 42 

New  consolidated,  of  credit  requisitions 48,71 

(See  Credit  Kequisitions,  Exhibits  A  to  X.) 

Of  acknowledgments 122, 123 

Of  card-index  brief 121 

Of  record  card 130, 131 

Of  card-record  charge  book 133 

Of  briefs . 144-158 

Ofrecord  books 159-167 

Of  indorsements,  oflSce  marks,  official  addresses,  and  indexes 167-172 

Of  books  of  money  and  property  accounts,  returns,  and  correspondence 172-179 

Of  cross-reference  cards 190, 191 

Of  record  card 192-195 

Freeh,  Jacob,  clerk  Class  IV,  S.  G.  O.    Appointed  on  Board  on  Business  Methods.  9 

Full  military  history.     (See  Military  History. ) 

Government  Departments.     [See  Treasury  Dept;  War  Department.) 

Departments  and  corporations,  difference  in  manner  of  acting  on  papers  by, 

and  remarks  thereon  __ 116-117 

Property.     (See  Proceeds  of. ) 

Greeley,  Edwin  S.,  of  New  York 116 

Half-hourly  collection  and  delivery  of  mail 108-109 

Advantages  of,  demonstrated 116 

Handwriting  shall  be  plain  and  of  good  size,  and  flourishes,  etc.,  forbidden 91 

Hoyt,  Captain,  C.  H.,  in  charge  of  supply  div 87 

Duties  of 84 

Recommendation  that  he  be  relieved ; 85 

Relieved  from  charge  of  supply  div.  January  10,  1889 86 

'•Important  papers,"  definition  of 90 

Indexing,  instructions  relative  to-_- 119 

Of  names  on  cross  reference  cards 132 

[See  Briefing. ) 
Index-record  cards.     (See  Record  Cards.) 

Indorsing  of  letters 1 117 

Indorsements,  formal,  not  necessary  in  certain  cases 137 

Notations  of  simple -. 136 

"Information  of  value,"  definition  of 90 

Ink,  necessity  of,  that  will  last  indefinitely 117 

(See  Red  Ink.) 
Inspector  General's  Department,  officer  from,  to  inspect  books  and  accounts  of 

supply  division 86 

"  Instructions  for  keeping  the  records,"  etc.  (published  October  1,  1870),  provis- 
ions of,  in  regard  to  official  papers 91 

Instructions,  etc.,  relative  to  record  divisions 119 

Item  of  business,  tracing  of  an 100-116 

Traced,  relative  to  cert,  of  deposit 16 

To  Army  paymaster's  collections 31 

Pension  claims  of  Thos.  W.  Taylor 101-116 

Transfer  of  the  steamer  Success 100-109 

Laws  concerning  proceeds  of  Government  property  given 25 

Legislation  necessary  to  carry  out  reformed  methods  should  be  prepared  and  sub- 
mitted to  Congress 10 

Letter  forms.     (See  Blanks. ) 

Letters,  average  numbei  received  per  day  in  Secretary's  Office ._ 132 

Definition  of 90 

Complimentary  closing  of  replies  to 135 

Drafts  of  important  letters 134 

Form  and  style  of  replies  to 134 

Nature  of,  and  action  on  those  requiring  immediate  attention 135 

Returning  of,  by  indorsement 135 

Underscoring  of,  with  blue  pencil 118 

(.See  Papers.) 


215 

Page. 
Letters— Continued. 

Eeceived,  definition  of 91 

Number  of  pages  of  record  of,  and  lines  recorded  of,  in  1888 126-130 

Record  card  book  of -* 130 

Table  of  papers  not  recorded 93-98 

Sent - 91 

Definition  of 91 

Printed  forms  for 123 

Number  of  pages  of  record  of,  in  1888 126-130 

Kecord  card  book  of 130 

Kecording  in  permanent  books  of  important 117 

Table  of  letters  and  papers  not  recorded 93-98 

Lines  in  charge  book,  numbering  of 132 

Lists  alpliabetically  arranged  preferred 136 

Mail,  definition  of 90 

First  action  upon  receipt  of 118 

Half-liourly  collection  and  delivery  of ^ 108-109 

Advantages  of  half-hourly  collection  and  delivery  demonstrated 108-109 

Marking  of,  with  initials  of  ofhce  to  which  it  pertains 118 

Mail  arrangement  in  the  offices  of  the  Metroplitan  Ins.  Co 136 

Chutes  for  W.  D.  building,  recommended 136 

Diagram  of 136 

Delivery,  half-hourly,  recommended 81 

Messenger  service,  Appendix  No.  9,  automatic  system  to  secure  frequent  commu- 
nication between  offices  recommended 80 

Delay  in  communication  at  present  illustrated 80 

Delay  of  three  days  in  paper  passing  through  six  hands 80 

Half-hourly  mail  delivery  recommended 80 

Method  of,  described 80 

Advantages  of  system  proposed 81 

Office  mail  cards  described,  and  how  to  be  used 81 

W.  D.  orders,  January  18,  1889,  providing  for  half-hourly  mail  service  in 

bureaus  and  between  bureaus  and  office  of  S.  of  W .-_  81 

Method  of  entering  and  acting  on  papers  until  action  thereon  is  completed,  as 

shown  by  tracing  an  actual  case 100-116 

Methods  of  Government  Departments  and  corporations,  etc 116 

Remarks  upon  old  and  new  methods 137 

Metropolitan  Life  Insurance  Co.,  N.  Y.,  pneumatic  tubes  in  offices  of,  for  con- 
veyance of  mail 136 

Village  telephone  in  offices  of 136 

Military  commanders,  chiefs  of  bureaus  to  correspond  with 79 

History,,  full,  carding  of,  not  approved  by  A.  G 44 

Records  of  soldiers,  publications  made  of 34 

Records,  when  full,  required,  card  index  should  be  made 35 

Monthly  reports,  required  by  act  of  1842 86 

The  President  directs  that,  be  transmitted  to  him 86 

"What  they  shall  contain 86 

W.  D.  circular  April  25,  184o,  requiring  the,  provided  for  by  law  shall  be  reg- 
ularly made,  and  shall  include  statement  of  unauthorized  absences  of 

clerks 87 

Written,  of  chief  clerks  not  made  from  December,  1851,  to  April,  1887 87 

Mutual  Reserve  Fund  Life  Association,  N.  Y 116 

Names,  manner  of  indexing  on  cross-reference  cards 136 

New  England  Mutual  Life  Insurance  Co.,  Boston 116 

New  York  Mutual  Life  Insurance  Co 116 

Notations  of  simple  indorsements 136 

Office  mail  cards 81 

Orders,  January  18,  1889,  establishing  half-hourly  messenger  service 81 

January  10,  1889,  relieving  Capt.  Hoyt  from  charge  of  supply  div.,  and  as- 
signing M.  R.  Thorp 86 

Appointing  Board  on  Business  Methods 9 

Discontinuing  record -books  of  certs,  of  deposit  in  req.  div 30 

Printing  of  card-index  record  of  164  N.  Y.  Vols ^ 45 

Establishing  half-hourly  mail  service 81 

{See  Circulars.) 


216 

Page. 

Papers,  administrative  action  on  proposed  circular 74 

Amended  circular 78 

To  be  signed  by  Q.  M.  G.  "by  order  of  the  Secretary  of  War  " 76 

Views  of  A.  G.,  Q.  M.  G.,  C.  G.  S.,  and  C.  of  O.  on  course  of,  and  action  on.__  77,78 
Administrative  action  on  circular  issued  dircctiuji;  how,  shall  be  acted  on, 
what,  shall  be  sent  direct  to  bureaus,  how  submitted  to  S.  of  W.,  sub- 
ject to  be  indicated  in  upper  left-hand  corner,  when  to  be  signed  "by 
authority  "  or  "by  order"  of  the  S.  of  W.,  chiefs  of  bureaus  to  corre- 
spond with  military  commanders 78, 79 

Action  on,  pertaining  to  several  bureaus 13G 

Awaiting  final  action 133 

Circular  to  chiefs  of  bureaus  requiring  minute  history  of  case  to  ascertain  if 

unnecessary  work  is  done  in  handling 110 

Definition  of  "  papers, "  "  action  on  papers, ' '  and  ' '  important  papers  " 90 

Delay  in  handling,  remedying  of 90 

Description  of,  which  it  is  recommended  be  not  recorded 99 

Keeping  record  of,  withdrawn  from  files 99 

Manner  of  briefing  and  recording  of 117-119 

Method  of  entering  and  acting  on,  as  illustrated  by  actual  case 100-109, 110-llG 

Moving  of,  by  messenger  service  half-hourly 81 

Numbering  of 132 

Pertaining  to  several  bureaus 136 

Reasons  for  necessity  of  recording,  important 117 

What  is  to  be  done  when,  are  charged  to  a  person  for  six  days 132 

Paymaster's  collections,  certificates  of  deposit  arising  under 22 

(See  Army  Paymaster's  Collections. ) 

Pay  to  clerks  for  overtime  work  .  11 

Pechin,  Maurice,  detailed  for  duty  as  clerk  on  Board  on  Business  Methods 9 

Stenographer  and  clerk  to  board 12 

Penmanship.     (See  Handwriting. ) 
Pencil.     (See  Blue  Pencil. ) 

Pennsylvania  Railroad  Company 116 

Pension  record  division,  A.  G.  6.,  discontinuance  of,  recommended 41 

Recommendation  of  discontinuance  of,  not  approved  by  A.  G 45 

Polk,  President,  letter  of,  as  to  duty  of  clerks,  reports  to  be  made,  etc 86 

Postal-card  of  acknowledgment  to  persons  who  rarely  write  to  Department,  form  of.  122 
Precedents.     (See  Card  Index  of  Decisions  and  Precedents. ) 

President,  The,  letter  of,  to  S.  of  W.,  April  11, 1815,  requesting  that  the  monthly 
reports  required  by  law  be  regularly  sent  to,  and  directing  that  daily 
statements  as  to  services  and  absences  of  clerks  be  kept  by  heads  of 
bureaus;  also  a  statement  of  complaints  as  to  non-payment  of  debts  by 

clerks . ^ 86 

Press  copy  card-index  record  should  be  sent  in  answer  to  call  for  information 35 

Illegibility  of,  after  lapse  of  time 117 

Filing  of,  with  letter 117 

Printing  of  card-index  record  of  rolls .    34 

Rolls  of  164thN.  Y.  Vols 35 

Of  rolls  not  approved  by  A.  G 43,  44 

Report  of  Board  on  Busineas  Methods 89 

Proceeds  of  Government  property,  laws  concerning,  given 25 

Prolixity  should  be  avoided 91 

Public  Printer,  duplicate  requisitions  on.    (See Requisitions  on  Public  Printer. ) .  _ 

Publications  made  of  military  records  of  soldiers  by  States,  W.  D.,  and  Congress  34 
Q.  M.  G.  letter  of  August  22,  1873,  as  to  disposition  of  papers  by,  and  signing 

by  order  of  the  S.  of  W 75 

Authority  to,  to  sign  by  order  of  the  S.  ofW 76 

Views  of,  on  correspondence  and  administration 76,  77 

Receipts  for  funds  deposited  by  a  disbursing  officer  not  same  as  certificates  of  de- 
posit   17 

Recommendations  of  the  Board  on  Business  Methods 1-1 1 

Clerks  should  be  paid  for  overtime 11 

Salaries  of  clerks  should  be  increased 11 

Additional  stenographer  needed 12 

That  requests  for  requisitions  on  .settlement  certificates  be  discontinued 13 

Concerning  certificates  of  deposit 23,  24 

Concerning  army  paymaster's  collections  ..'. 32 


217 

Page. 
Recommendations  of  the  Board  on  Business  Methods — Continued. 

In  regard  to  card-index  record  of  rolls  of  vol.  army,  printing  of 33-34 

Alphabetical  arrangement  of ^ 33,  34,  44 

Printing  of  164th  N.  Y.  Vols 35,  44,  45 

Cylinders  for  rolls 35,44 

Card  index  to  be  made  when  full  military  history  called  for;  press  copy  of 
to  be  sent  in  answer  to  call;  filing  of,  and  future  answers  to  be  made 

from  card-index  record 35,  44 

180  men  should  be  employed  on  card-index 41 

Transfer  of  records  to  S.  G.  O 41, 4'* 

Discontinuance  of  record  and  pension  div.,  A.  G,  O 41,45 

Automatic  dating  and  numbering  stamp 41 

Work  of  answering  calls  should  be  brought  up  to  within  a  week 42 

That  the  W.  D.  make  out  its  own  credit  req. ;  new  form  of  credit  req 46 

Consolidated  form  of  deposit  lists 48,  49 

Duplicate  requisitions  on  Public  Printer  should  be  discontinued __, 73 

Bureau  officers  should  report  amendments  required  to  make  A.  11.  and  orders 

conform  to  proposed  circular 79 

In  proposed  circular  on  administration  that  classes  of  work  falling  to  bureau 

be  stated 79 

To  extend  authority  given  to  Q.  M.  G.  to  sign  by  order  of  S.  of  W.  to  other 

bureaus,  and  to  be  * '  By  authority  of  the  Secretary  of  War  " 79 

That  the  supply  dim  be  placed  in  charge  of  a  clerk  with  $10,000  bond  and 
Capt.  Hoyt  be  relieved;  that  salary  of  chief  of  supply  div.  be  $2,400 

and  the  same  for  other  chiefs  of  divisions SB5 

That  daily  reports  of  work  be  discontinued 89 

That  certain  classes  of  papers  mentioned  be  not  recorded __        99 

That  searchers  be  required  to  keep  a  memorandum  book  to  ascertain  if  any 

papers  need  not  be  recorded,  to  be  compiled  once  a  year 99 

That  acknowledgment  of  receipt  of  letters  be  sent  in  certain  cases 122 

That  card-index  briefs  be  made  of  certain  cases  described 121 

That  card-index  system  be  adopted 133 

Eecord  and  pension  div.,  A.  G.  O 42 

Discontinuance  of,  recommended 42 

Necessary  if  inquiries  as  to  claims  are  to  be  answered .'__ 45 

Eecord  books,  introductions  to,  showing  purposes  for  which  kept,  sample  of-       119 

Card  book  of  letters  received  and  letters  sent , , 124 

Cards. 

Advantages  of,  enumerated 124 

Arrangement  by  subjects 124 

Charge  book  in  connection  with 132 

Compared  with  present  system  of  keeping  the  records 124 

File  cases  for 131 

Form  and  style  of ■ 130 

How  Jong  to  be  withdrawn  from  files 132 

In  lieu  of  letters-received  books „ 119 

In  use  in  record  and  pension  div. ,  S.  G.  O 125 

Index  of  names  on 132 

Numbering  of 132 

One  clerk  to  be  in  charge  of 132 

Should  be  of  same  size  in  each  bureau 134 

Slight  danger  of  losing  the  cards 124-125 

Specimens  of  (Exhibit  D) _.„_ 192-194-195 

Temporary  file  of  record  cards  of  cases  awaiting  final  action 133 

What  they  combine 124 

What  is  to  be  recorded  on 123 

{See  Card  Index  System,  Cross  Eeference  Cards,  Decisions,  Card  Index  of,  and 
Card  Index  Briefs. ) 

Divisions,  consolidation  of,  and  reasons  therefor 119 

"Eecorded"  or  " Recording, "  definition  of 91 

Eecord  and  pension  div.  of  the  S.  G.  O.,  card-index  system  in  use  in 125 

Eecording  of  papers,  description  of  papers  which  it  is  recommended  be  not  re- 
corded          99 

Only  important  papers  should  be  recorded 117 

Searchers  to  keep  a  memorandum  to  ascertain  what  papers  need  not  be  re- 
corded  99,117 

17958 15 


218 

Page. 
Recording  of  papers,  etc. — Continued. 

Table  of  papers  not  at  present  recorded: 

Letters  received 92-95 

Letters  sent .__ ^_-_  96-98 

Papers  that  do  not  require  recordinj;,  as  provided  in  "Instructions  for  keep- 
ing the  records,"  etc.     (1870) 92 

Present  system  too  slow  for  tim^  of  war 118 

Table  of  papers  excepted  from  recordinc; 92-98 

Value  of  system  of  recording,  as  shown  by  actual  case 118 

Recording  of  simple  indorsements 136 

Bed  ink  ruling  on  papers  to  be  discontinued ^ 136 

Reduction  of  business  by  printing  of  card  index  record  of  rolls 36-41 

Can  not  be  anticipated  bvA.  G 45 

Regimental  register  of  rolls  of  vol.  army  discontinued 34 

Regulations  of  the  Army.     (See  Army  Regulations. ) 

Replies  to  letters,  form  of  134 134 

Complimentary  closing  of 134 

Report  of  Board  on  Business  Methods.     (See Board  on  Business  Methods.) 

Of  classes  of  work  fallingto  each  bureau 79 

Reports  required  as  to  value  of  printed  card  index  records  ofrolls 45 

Of  bureau  officers  to  S.  of  W.  on  papers  submitted 74,  79 

As  to  amendments  to  proposed  circular  on  administration,  as  to  amendments 

to  A.  R.,  and  orders  to  make  them  conform  to  proposed  circular 79 

{See  Daily  and  Monthly  Reports.) 

Requests  for  requisitions  on  settlement  certificates,  report  on 13 

Considered  useless  and  disuse  of,  recommended 13 

Circular  discontinuing 15 

(See  also  Settlement  Certificates. ) 
Requisitions.     {See  Requests  for,  on  Settlement  Certificates,  Settlement  Requisi- 
tions, Credit  Requisitions.) 

On  settlement  certificate,  copy  of 14 

{See  also  Settlement  Certificates. ) 

On  Public  Printer,  Appendix  7 73 

Duplicate,  required  by  W.  D.  Order  of  March  28,  1864,  considered  unneces- 
sary since  bureaus  .are  in  one  building,  and  discontinuance  recom- 
mended   73 

W.  D.  circular  discontinuing'duplicate,  press  copy  of,  to  be  retained  in  bureau .  74 

Division,  office  of  S.  of  W.,  statement  of  certs,  of  deposit  received  in,  in  1887.  24 

Retired  list  for  employes  of  W.  D 12 

Rolls  of  vol.  army,  methods  of  reproduction  of,  considered  by  Senate  select  com- 
mittee    34 

Number  of 35 

Necessity  for  doing  something  to  save 41 

Time,  willlast 41 

No.  of  calls  from 36 

Condition  of _--.  34,41 

Do  not  give  complete  information,  and  may  be  erroneous 44 

Printed  card-index  record  of,  might  not  be  accepted  as  proper  evidence 44 

{See  also  Card  Index  Record  of.) 

Routine  in  Army  paymaster's  collections  described 31 

Rules  and  regulations,  W.  D..  June  4,  1888 15 

Salaries  in  W.  D.,  recommendations  of  S.  of  W.  as  to,  in  letter  to  Senate  com- 
mittee  _. - 6,7 

In  W.  D.  inadequate . 11, 12 

Ofcbiefsofdivisionsshouldbe$2,400 --  85 

Sample  card-index  record 42,  43 

Search,  preservation  of  result  of ---  136 

Searchers  to  keep  a  memorandum  book,  recommended -  99 

Secretary  of  Treasury,  letter  of,  on  credit  requisitions . 46 

Letter  of,  on  certificates  of  deposit 30 

Secretary's  action,  noting  record  of,  in  Secretary's  Office 136 

Senate  Select  Committee  on  Business  Methods  in  Departments,  letter  of  chairman 

of,  toS.  ofW 9 

Extract  from  report  of,  as  to  appointment  of  commissions  in  Treasury  Dept. 

and  W.  D - 10 

Recommends  Discontinuance  of  Vol.  Army  Register 34 

Extract  of  report  of,  recommending  card-index  for  rolls  of  vol.  army 34 

Consider  methods  of  reproduction  ofrolls - -—  34 


219 

Page. 

Settlement  certificates,  definitions  of-- , —  13 

Course  of  business  pursued  with 13 

Letters  for  request  for  requisition  on,  useless 13 

Copy  of 14 

Copy  of  request  for  requisition  on 14 

Copy  ot  requisition  on 14 

Circular  discontinuing  requests  for  requisitions  on '. 15 

Settlement  requisition,  copy  of... 14 

{See  also  Settlement  Certificates.) 
Signal  Office,  recommendation  in  regard  to  transacting  business  in,  but  not  yet 

for  the  other  bureaus  ... 120 

Sloane,  W.  &  J.,  New  York 116 

Southern  Pacific  Railroad  Company ___. ---  116 

Special  cases 117 

Staff  officers,  chiefs  of  bureaus  to  correspond  with 79 

Stationery,  method  of  purchase  of,  prior  to  1882  and  after 82 

Table  showing  purchase  of 83 

Chief  clerk  in  charge  of  purchase  of,  up  to  July  21,  1884 83 

Kegulations  for  accounting  for 83 

Stenographer,  another  required  in  office  of  S.  of  W 7 

Stenographers,  two  required  in  Secretary's  Office  W.  D 12 

Stoppage  circular,  certificates  of  deposit  arising  under 22 

Stores.     {See  Corporations.) 

•Subject,  illustration  of  arrangement  by  subject  in  card  index 124 

Of  correspondence  to  be  indicated  in  upper  left-hand  corner  of  paper 79 

Subjects,  list  of,  of  letters  received  in  1888' (Exhibit  C) 186 

Steamer  Success,  transfer  of,  showing  method  of  entering  and  acting  on  papers. -100-109 

Remarks  upon  manner  of  disposing  of  this  case 106-109 

Success.     {See  Steamer  Success. ) 

Suggestions  invited  to  be  sent  to  Board  on  Business  Methods J 11 

Superannuated  employes,  retired-list  for,  recommended 12 

Hardship  of  discharge  of,  views  of  Secretary  of  Treasury  in  regard  to  dis- 
charge of 12 

{See  also  Employes  and  Clerks. ) 
Supplies.     (*S'ee  Supply  Division.) 

Supply  division  (Appendix  10) 82 

Stationery  prior  to  1882  given  to  bidder  whose  total  bid  for  all  items  was 

lowest  -_- 82 

May  22,  1882,  samples  required,  and  each  item  separately  passed  upon  and 

award  made  accordingly 82 

Separate  appropriation  for  each  bureau  prior  to  1883 82 

Miscellaneous  supplies  then  purchased  by  each  bureau  without  advertise- 
ment   82 

Two  appropriations,  stationery  and  miscellaneous  supplies  by  act  of  March 

3,  1883,  and  put  under  S.  of  W --  82 

The  method  adopted  in  1882,  for  stationery  applied  then  to  purchase  of  mis- 
cellaneous supplies 82 

Tables  showing  expenditures  for  miscellaneous  supplies,  1884  to  1888,  and 

stationery,  1882  to  1888,  showing  saving  under  new  system  _. 83 

C.  C.  under  S.  of  W.  had  charge  of  purchase  of  mis.  supplies  and  stationery 

up  to  July  21,  1884,  cause  of  change  of  system --  B3 

Supply  division  formed,  W.  D.  circular,  July  21,  1884 84 

Duties  of  officer  in  charge  of , 84 

Capt.  Hoyt,  A.  A.  Q.  M.,  in  charge  of 84 

Accounts  of,  paid  by  disbursing  clerk  W.  D 85 

Quartermaster's  accounts  are  audited  by  3rd  And 85 

But  the  accounts  of  this  division  go  to  1st  Aud.,  who  does  not  audit  Q.  M. 
accounts,  and  to  overcome  this  difficulty  circular  was  issued  that  after 
accounts  were  passed  upon  by  the  Q.  M.  G.  they  should  be  filed  in 

office  of  theS.  of  W 85 

W.  D.  circular,  February  19,  1885,  as  to  accounts  of,  the  reason  for  assigning 
Army  officer  in  charge,  that  he  should  account  under  A.  R.  if  Q.  M. 

Dept.  fails 85 

Recommendation  that  a  clerk  be  placed  in  charge  under  proper  bond 85 

Salaries  of  similar  clerks  in  other  Departments 85 

Salary  should  be  $2,400,  and  same  to  other  chiefs  of  divisions. ._ " 85 


220 

Page. 
Supply  division  (Appendix  10) — Continued. 

W.  D.  orders,  January  10,  1889,  relieving  Capt.  Hoyt  in  charge  of  supply 

div.  and  assigning  M.  R.  Thorp  to  charge  of 86 

Bond  of  $10,000  required,  duties  of  chief  of 86 

Books  and  accounts  of,  to  be  examined  by  officer  of  the  I.  G.  Department ._  86 
Surgeon-General's  Office.     Kecord  and  pension  div.  of,  method  of  business  andi 

work  accomplished  in,  stated  in  letter  of  S.  of  W 5 

Card-index  system  in  record  and  pension  div.  of._i. 6 

Card-index  system  in  use  in 125 

Table  of  letters  and  papers  not  required  to  be  recorded. 92-98 

Taylor,  Thos.  W.,  pension  claim  of,  showing  delay  which  will  be  remedied  by 

order  of  January  18,  1839,  and  circular  of  February  9,  1889 109-116 

Remarks  upon  this  case . 115 

Telephone  service  in  offices  of  Metropolitan  Insurance  Co.,  N.  Y.,  advantages  of-  136 

Temporary  file  for  papers  awaiting  final  action 133 

Thorp,  M.  R.,  assigned  to  charge  of  supply  div 86 

Tolman,  L.  W.,  chief  of  req.  div.,  appointed  on  Board  of  Business  Methods 9 

Topics,  the  board  decides  to  consider  matters  to  be  inquired  into  by 10 

List  of,  considered  by  board  and  acted  upon 11 

Transfer  of  certain  records  in  A.  G.  O.  toS.  G.  O.  suggested 41 

Not  approved  by  A.  G 45 

Treasury  Department,  more  briefings,  records,  &c.,  in,  than  necessary,  commis- 
sion recommended  to  be  appointed  in 9 

Letters  of  Secretaries  of,  concerning  discharge  of  superanuated  employes  in.  12 

Tweedale,  John,  C.  C,  W.  D.,  appointed  on  Board  on  Business  Methods 9 

Unanswered  mail,  ascertaining  delay  of  action  on 136 

Vacancies,  manner  of  filling 109 

Vol.  army,  number  of  men  in 35 

{See  Rolls  of,  and  Volunteer  Rolls.) 

Volunteer  rolls,  card-index  record  of 137 

Wannamaker,  John,  of  Philadelphia - 116 

War  Department,  more  briefings,  records,  &c.,  in  than  necessary,  commission 

recomended  to  be  appointed  in 9 

Rulesand  regulations  of,  June  4,  1888 15 

Number  of  employes  in  _. II 

Amount  of  money  disbursed  in,  annually 11 

Superannuated  employes  in,  should  be  retired 12 

Washington  City,  not  a  commercial  city,  affijrds  little  opportunity  for  Dept. 

employes  to  enter  into  other  business 12 

*'Your  obedient  servant, "  omission  of 135 


/ 


THIS  BOOK  IS  DUE  OK  THE  LAST  DATE 
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